Sending an incorrect email may be easy, but recalling it is a bit of a challenge. Moreover, it can be very embarrassing if you send an email with an error or incorrect information, especially if you misspell a name. Thankfully, you can recall an email in Outlook as long as the receiver hasn’t opened it.
Here are instructions you can follow to recall an email in Outlook:
Recalling an email in Outlook
1. Open your Sent Items folder and find the email you want to recall
2. Double-click on the email to open it in a new window
3. Go to the Message tab at the top of the window and select Actions from the ribbon
4. In the drop-down menu, choose Recall This Message
5. You will then have the option to delete unread copies of the email or replace it with a new message. Choose the appropriate option and click Ok
6. If the email was successfully recalled, you will receive a notification. Keep in mind that this feature only works if the recipient has not yet opened the email.
These steps can help you quickly and easily recall an email in Outlook. Remember that the recall tool only works if the recipient has not yet viewed the email. Therefore, act fast.
When to recall an email in Outlook
Here are some relevant scenarios where recalling an email is preferable:
- You should recall an email and send a revised version if you inadvertently send one that contains a typo or other errors
- You should recall an email and send it to the appropriate recipient if you accidentally sent it to the wrong person
- You must recall emails that contain any sensitive information. This could lead to a data breach
- Emails should be recalled as quickly as possible. An email in Outlook is more likely to remain unread the sooner you recall it
Tools for recalling sensitive email
Although Outlook’s email recall feature provides a safeguard against typos or accidental receivers, it’s crucial to take into account its constraints. It is only effective in some situations, and further security precautions are essential for highly sensitive data.
Think about using email encryption and programmes with message recalling features when transferring critical information. By enabling you to remove access to sent emails even after they have been opened, these technologies go beyond recall. Outlook add-ins from third parties provide secure email features including message recalling.
Why can’t I recall my email in Outlook?
Outlook’s email recall function is conditional on meeting certain requirements. Verify the following information about your account if you find that you are unable to recall an email in Outlook.
1. Is this the correct account for me?
Outlook only allows you to recall emails if both you and the recipient have Exchange or Office 365 accounts with the same company. Confirm that you are signed into the correct account.
2. Does the receiver work for my company?
Check that the recipient of your email is an employee of your company. You won’t be able to recall any emails which you sent if they are not a part of your organization.
3. Has someone viewed my email?
If the recipient has already opened your email then you can’t recall it. Furthermore, there is no way to turn back given that people have already seen your error.
Ways to avoid recalling an email
You can take some steps to save yourself from requiring to recall an email. To check for any mistakes you might have made when composing your email, you can go back and read it again. To make sure you are sending it to the correct individual, you may also double-check your email address. Additionally, Outlook has a function that lets you postpone sending emails so they don’t go out immediately. This can allow you to review your emails for errors and then delete or change them without notifying the recipient.
You can use the following guidelines to delay sending emails in Outlook:
- Select File in the left corner of Outlook
- Scroll to Manage Rules & Alerts
- Select the New Rule option in the Rules & Alerts window that appears on your screen
- Click Apply Rules on Messages I Send and hit the Next button to continue
- Select Next again, then choose Yes on the confirmation screen
- Choose Defer Delivery By a Number of Minutes select the A Number of link to enter your preferred delay, click OK and hit Next
- Enter any exceptions to the delay that you would like, then hit the Next button
- Give the delay a name and check Turn On This Rule then hit Finish
Frequently asked questions (FAQs)
How can you know whether the recall was successful?
You should expect to get a fresh email with the subject ‘Message Recall Report’ once you recall the message. You are able to determine from this that the recall was successful. The alert normally appears in less than 30 seconds, but it may take longer if you have recalled a message to a large number of recipients.
Can you recall an Outlook message on the web?
Recalling emails is limited to Outlook for Windows users. Recalling a message is not possible if you use Outlook.com. Alternatively, if you are using this web-based email service, you may configure an undo send feature. Within five to 10 seconds of sending the email, you can use this option to cancel it.
Does a recall work if the other person has Microsoft Outlook?
You can use the recall option only if you and the receiver are members of the same organisation and use Microsoft Exchange or Microsoft 365. You can’t recall an email you sent to someone who uses Outlook but isn’t employed by the company.
Does the recipient know if an email is recalled in Outlook?
In some cases, yes, Outlook may notify a recipient that an email has been recalled from their inbox in Outlook.
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