How To Recall An Email In Outlook

How To Recall An Email In Outlook, Accidentally sending an email to the wrong recipient or realizing you’ve made a mistake in your message can be stressful. Fortunately, Microsoft Outlook offers a feature that allows you to recall or replace an email you’ve sent. This guide will walk you through the process of recalling an email in Outlook.

What is Email Recall?

Email recall is a feature that allows you to retrieve an email that you have sent before the recipient reads it. If successful, the email will be deleted from the recipient’s inbox or replaced with a new message. However, there are limitations to this feature, so it’s important to understand how it works.

Limitations of Email Recall

Before attempting to recall an email, be aware of the following limitations:

1. Same Organization: Email recall only works if both you and the recipient are using Microsoft Exchange or Outlook within the same organization.
2. Unread Emails: The email must be unread. If the recipient has already opened the email, the recall will fail.
3. Different Email Clients: If the recipient uses a different email client (e.g., Gmail, Yahoo), the recall feature will not work.
4. Timing: The sooner you attempt to recall the email, the better your chances of success.

How to Recall an Email in Outlook

Step 1: Open Sent Items

1. Launch Outlook: Open your Microsoft Outlook application.
2. Go to Sent Items: In the left navigation pane, click on Sent Items to view the emails you’ve sent.

Step 2: Select the Email to Recall

1. Find the Email: Scroll through your sent emails and locate the one you want to recall.
2. Open the Email: Double-click on the email to open it in a new window.

Step 3: Initiate the Recall

1. Access the Actions Menu: In the opened email window, go to the File tab at the top left corner.
2. Select Info: Click on Info in the sidebar.
3. Choose Message Resend and Recall: Look for the Resend or Recall option and click on it.
4. Select Recall This Message: From the dropdown menu, choose Recall This Message.

Step 4: Choose Your Recall Options

1. Decide on Your Options: You’ll be presented with two options:
   • Delete Unread Copies of This Message: This will remove the email from the recipients’ inboxes.
   • Delete Unread Copies and Replace with a New Message: This option allows you to replace the original email with a new message.
2. Select Your Option: Choose the option that suits your needs.

Step 5: Send a Replacement (if applicable)

If you chose to replace the email:

1. Compose Your New Message: A new message window will open. Here, you can correct any errors or add additional information.
2. Send the Replacement: Once you’re satisfied with the new message, click Send.

Step 6: Check the Recall Status

After attempting the recall, you can check its status:

1. Look for Notifications: If the recall is successful, you may receive a notification indicating that it was successful or failed for each recipient.
2. Review the Results: You can also check your inbox for messages from Outlook regarding the recall attempt.

Conclusion

Recalling an email in Outlook can be a lifesaver when you make a mistake. However, keep in mind the limitations of this feature, and act quickly for the best chance of success. By following these steps, you can efficiently recall or replace an email, helping you maintain professionalism and clarity in your communications.