If you’ve ever accidentally sent an email in Outlook and realized you made a mistake, don’t worry! You can recall the email and try to prevent it from reaching the recipient. In this guide, I’ll walk you through the process of recalling an email in Outlook and provide expert tips on how to make the most of this feature.
What Is Email Recall in Outlook?
Email recall in Outlook allows you to retract or delete an email from the recipient’s inbox after it has been sent. While this is a great tool for preventing mistakes, it’s important to know that it only works under certain conditions.
Important Conditions for Successfully Recalling an Email in Outlook:
Before you attempt to recall an email, keep in mind these essential conditions for the recall to work:
- Both sender and recipient must be using Microsoft Exchange or Office 365. This is critical, as email recall does not work if the recipient is using a non-Microsoft email service like Gmail or Yahoo.
- The email must not have been read by the recipient. If the recipient has already opened the email, recalling it won’t work.
- Recipient’s mailbox must be open and the email hasn’t been moved. If the recipient has already moved the email to another folder, it may not be recalled.
- The email is still in the recipient’s inbox and hasn’t been delivered to a third-party app or email client outside of Outlook.
Step-by-Step Guide on How to Recall an Email in Outlook
Now that you understand the basic requirements, let’s go over the simple steps to recall an email in Outlook.
Step 1: Open Outlook and Go to the Sent Items Folder
- Navigate to your “Sent Items” folder to find the email you want to recall.
- Open the email you wish to recall by double-clicking on it.
Step 2: Access the Recall Feature
- Once the email is open, click on the “Message” tab at the top of the screen.
- In the “Move” section of the ribbon, click on the “More Move Actions” dropdown. From this menu, select “Recall This Message.”
Step 3: Choose Recall Options
- A pop-up window will appear with options. You’ll be given two choices:
- Delete unread copies of this message — This will delete the email from the recipient’s inbox, provided it hasn’t been read.
- Delete unread copies and replace with a new message — This option allows you to recall the message and send a corrected version to the recipient.
Step 4: Decide How You Want to Be Notified
- You can choose to be notified of the recall’s success or failure. Check the box that says “Tell me if recall succeeds or fails for each recipient.” This way, you will get an update on whether the email was successfully recalled or not.
Step 5: Click “OK”
- After selecting your preferred options, click “OK” to initiate the recall.
What Happens After You Attempt to Recall an Email in Outlook?
Once you attempt to recall an email, one of the following scenarios could occur:
- Successful recall: If the email hasn’t been opened by the recipient, it will be removed from their inbox.
- Failed recall: If the recipient has already read the email or if the recall was unsuccessful for any other reason, you will receive a notification about the failure.
How to Recall an Email in Outlook Web App (OWA)
Unfortunately, the Outlook Web App (OWA) doesn’t support the email recall feature, so if you’re using the web version, you won’t be able to use this feature. You will need to use the Outlook desktop application to recall messages.
Alternative Options If Recall Fails
If recalling an email fails, here are some alternatives you can use:
- Send a follow-up email explaining the mistake. Make sure to apologize and clarify the message you intended to send.
- Use the “Undo Send” feature: While not exactly the same as recalling an email, Outlook provides an “Undo Send” feature in the settings that allows you to delay the sending of emails by a few seconds or minutes. This is helpful if you realize your mistake right after hitting send.
Best Practices for Avoiding Mistakes in Outlook
While email recall is a great tool, it’s always best to avoid sending emails you might regret. Here are some tips to minimize the chances of needing to recall an email:
- Enable “Undo Send” feature: Set up the “Undo Send” feature to delay sending emails by a few seconds. This gives you time to rethink the email if you realize there’s a mistake.
- Use the “Delay Delivery” option: If you’re unsure about an email, schedule it to send later. This gives you time to revise it before it reaches the recipient.
- Double-check your emails before hitting send: Take a moment to read through your emails carefully to ensure they are error-free.
- Consider using an email draft folder: If you’re uncertain about a message, save it as a draft first and review it later before sending it out.
Conclusion
In conclusion, while recalling an email in Outlook can be a lifesaver, it’s not foolproof. The success of the recall depends on several factors, including the recipient’s email system, whether they’ve read the email, and other technical aspects.
By following this guide, you’ll have a clear understanding of how to recall emails in Outlook, under what conditions it works, and how to minimize mistakes in the future. Email recall in Outlook can be a powerful tool when used correctly, but always be aware of the limitations and always check your messages before sending them.