Imagine hitting send on an email only to realize you’ve included a glaring typo, forgotten an attachment, or accidentally sent it to the wrong recipient. We’ve all been there.
Thankfully, Microsoft Outlook offers a lifeline through its “Recall” feature, allowing you to retract emails you’ve already sent.
This article delves into the world of recalling emails in Outlook, guiding you through the process step-by-step. We’ll explore different methods for recalling emails, explain limitations to the feature, and offer alternative solutions when recalling isn’t an option.
Understanding Recall in Outlook: When and How it Works
The “Recall” feature allows you to retrieve an email you’ve sent before the recipient reads it. There are two options for recalling an email:
Delete unread copies:
This attempts to permanently delete the email from the recipient’s inbox.
Delete unread copies and replace with a new message:
This deletes the original email and allows you to send a corrected version in its place.
Here’s a crucial point to remember: Recall only works if certain conditions are met:
Recipient’s Email Client:
The recipient must also be using a mail client that supports the “Recall” functionality. Unfortunately, this isn’t guaranteed, especially for external recipients outside your organization.
Time Sensitivity:
The faster you act, the better. Recall has a higher chance of success if you initiate it within a few minutes of sending the email. There’s no official time limit specified by Microsoft, but generally, the sooner the better.
Recipient’s Actions:
If the recipient has already opened and read the email, recalling it won’t be possible.
Recalling an Email in Outlook: A Step-by-Step Guide
There are two primary ways to recall an email in Outlook, depending on your version:
For Outlook Desktop App (Windows/Mac):
Navigate to “Sent Items”: Locate and open the “Sent Items” folder within your Outlook application.
Find the Email: Search for the email you want to recall from the list.
Open the Email: Double-click the email to open it in a separate window.
Access “Message” Tab: Click on the “Message” tab at the top of the window.
Locate “Actions” Menu: Depending on your Outlook version, you might see a button labeled
“Actions” or an ellipsis (…) in the “Message” tab ribbon. Click on whichever is available.
Select “Recall This Message”: From the dropdown menu, choose “Recall This Message.”
Choose Your Recall Option: A new window will appear with two options:
Delete unread copies: This attempts to permanently remove the email from the recipient’s
inbox.
Delete unread copies and replace with a new message:
This allows you to send a corrected version in place of the original email. Choose the option that best suits your situation.
For Outlook Web App (Outlook.com):
Go to “Sent Items”: Within your web browser, log in to your Outlook.com account and navigate to the “Sent Items” folder.
Find the Email: Locate the email you wish to recall from the list.
Open the Email: Click on the email to open it in a new window.
Click on the Three Dots: Locate the three vertical dots (…) in the top right corner of the email
window.
Select “Resend and Recall”: From the dropdown menu, choose “Resend and Recall.”
Choose Your Recall Option: Similar to the desktop app, you’ll see two options:
Delete unread copies:
Attempts to permanently delete the email from the recipient’s inbox.
Delete unread copies and replace with a new message: Allows you to send a corrected version in place of the original massege.
Send the Recall Request: Click “OK” to send the recall request.
Important Note:
After clicking “OK” in either method, Outlook will attempt to recall the message. You’ll receive a notification informing you of the success or failure of the recall attempt.
Limitations to Recall and Alternative Solutions
While the “Recall” feature offers a valuable safety net, there are limitations to consider:
Recipient’s Email Client Compatibility:
As mentioned earlier, recall only works if the recipient’s masseges client supports this functionality. There’s no guarantee it will work for external recipients.
FAQs
Q: Can I recall any email I’ve sent in Outlook?
A: Unfortunately, no. Recall only works for masseges sent to recipients using the same massege system (e.g., both on Microsoft Exchange). It won’t work for MAPI or POP accounts.
Q: Should I always choose “Delete unread copies”?
A: Not necessarily. If the recipient has already seen the massege, deleting it might cause confusion. Consider replacing it with a clarifying message.
Q: Will I know if the recall was successful?
A: Yes, Outlook will send you a notification informing you of the recall’s success, failure, or pending status.
Q: What if the recipient has already seen the massege ?
A: Recall won’t work if they’ve read it. Your notification will likely indicate this.
Q: Can the recipient still access the massege if the recall fails?
A: Potentially. A failed recall won’t erase the massege from their inbox.
Q: What if I accidentally sent an email with the wrong attachment?
A: Recall and send a new massege with the correct attachment.
Q: Can I recall an email if I BCC’d someone?
A: Yes, recall works for recipients in the To:, Cc:, and Bcc: fields, provided they use a compatible massege system.
Q: What if I need to recall multiple massege?
A: Unfortunately, Outlook doesn’t offer a bulk recall option. You’ll need to recall them one by one.
Q: How can I avoid needing to recall massege?
A: Proofread carefully before sending! Enable “Undo Send” in Outlook settings for a brief window to retract a sent massege.
Q: Is there a time limit on using “Undo Send”?
A: Yes, the “Undo Send” window is typically just a few seconds.
Q: What if my organization doesn’t allow “Undo Send”?
A: Check your organization’s email policies or consult your IT department.
Q: Does recall work for external recipients (not using my company system)?
A: No, recall is limited to recipients within the same email system.
Q: Can I see if a recall has been attempted on an email I received?
A: No, you won’t see a notification if someone tried to recall massege sent to you.
To read more click here