Sending an Email in Outlook or by mistake can sometimes send the wrong information or reach the wrong recipient. Luckily, if you use Outlook, you can fix this error by recalling the email. The process of recalling an email in Outlook can save you from awkward situations, misunderstandings, or even potential professional setbacks. This guide will walk you through the steps on how to recall an email in Outlook, explaining everything you need to know, from prerequisites to troubleshooting issues.
What Does It Mean to Recall an Email in Outlook?
Recalling an email in Outlook means that you try to retrieve an Email in Outlook that has already been sent to the recipient’s inbox. It’s like asking Outlook to “take back” the email before the recipient has a chance to read it. If successful, the message will be removed from the recipient’s inbox and replaced by a recall notification or a new version of the original email (with corrections if needed).
It is essential to note that recalling an email only works under specific conditions. These conditions will be highlighted in the next section, as the feature isn’t guaranteed to work in all situations.
Prerequisites for Email Recall in Outlook
Before attempting to recall an email in Outlook, there are some important prerequisites that you need to be aware of. These factors influence whether or not the recall attempt will succeed.
1. Both You and the Recipient Need to Be Using Microsoft Outlook
The recall feature in Outlook works only when both the sender and the recipient are using Microsoft Outlook and connected to the same Exchange server or Office 365 system. This means the email recall will not work if the recipient is using a non-Outlook email client (such as Gmail or Yahoo) or if the email has already been read.
2. The Email Must Not Have Been Opened by the Recipient
If the recipient has already opened the Email in Outlook, the recall feature will not work. Therefore, the sooner you attempt to recall an email, the better.
3. Both Accounts Should Be on the Same Mail Server
Both the sender and the recipient should be on the same Microsoft Exchange server or Office 365 account for the recall to work effectively. If the recipient’s mailbox is not on the same server, the recall will fail.
4. The Recipient’s Email Must Be In the Outlook Desktop App
The recall feature is available only in the Outlook desktop app. It does not work with the Outlook web app, Outlook for Mac, or mobile versions.
How to Recall an Email in Outlook: Step-by-Step Instructions
Now that you understand the prerequisites, let’s dive into the actual process of recalling an email in Outlook. Follow these steps:
Step 1: Open Outlook and Go to Sent Items
The first step in recalling an email is to open Outlook and navigate to your “Sent Items” folder. This folder contains all the emails you’ve sent, including the ones you wish to recall.
- Launch the Outlook desktop app.
- In the left sidebar, select Sent Items from the folder list.
Step 2: Find the Email You Want to Recall
Scroll through your Sent Items to find the Email in Outlook you want to recall. Once you’ve located it, double-click to open the message.
Step 3: Click on the “Message” Tab
After opening the email, navigate to the Message tab at the top of the screen. This is where you will find the options related to recalling the email.
Step 4: Select “Actions” and Choose “Recall This Message”
In the Message tab, you will see the Actions button in the ribbon. Click on it, and a drop-down menu will appear. From the menu, select Recall This Message.
Step 5: Choose Your Recall Options
Once you click “Recall This Message,” you will be presented with a window asking you how you would like to proceed. You will have two options:
- Delete Unread Copies of This Message – This option will attempt to delete the email from the recipient’s inbox if they haven’t read it yet.
- Delete Unread Copies and Replace with a New Message – This option allows you to delete the unread copy of the original email and send a new one in its place.
Choose the appropriate option based on your needs.
Step 6: Click “OK” to Confirm the Recall
After selecting your desired recall option, click OK to initiate the recall process. A status message will be displayed to let you know whether the recall was successful or not.
Step 7: Check Recall Status
To check the status of the recall, you can monitor your inbox for notifications from Outlook. Outlook will send a message confirming whether the recall was successful for each recipient. Keep in mind that even if the recall is unsuccessful, the recipient may still receive a recall notification.
What to Do if Email Recall Is Not Successful
Unfortunately, recalling an Email in Outlook is not always foolproof. Even if you follow the proper steps, various factors may prevent a successful recall. Below are common reasons why an email recall might fail and how to handle them:
1. The Recipient Has Already Read the Email
Once the recipient opens and reads the email, recalling it becomes impossible. The best course of action is to send a follow-up email explaining the mistake and clarifying any misinformation.
2. The Recipient Is Using a Different Email Client
As mentioned, Email in Outlook recall only works if both parties are using Outlook. If the recipient is using another email client, such as Gmail, the recall will not work, and you may not even receive a status notification about the failure.
3. You Are Not Using the Correct Outlook Version
The recall feature works only on the desktop version of Outlook, not on the web or mobile versions. If you are using the web or mobile app, you won’t have access to the recall functionality.
4. The Message Has Already Been Moved or Processed by Rules
If the recipient has set up certain rules that automatically move or categorize incoming emails, the recall request might fail. The email may have already been moved to another folder before the recall can take effect.
5. The Mailbox Is Hosted on a Different Server
As already noted, the recall feature works best when both the sender and the recipient’s mailboxes are hosted on the same Microsoft Exchange or Office 365 server. If the recipient uses a different server or platform, the recall will not work.
Alternatives to Recalling an Email in Outlook
If recalling an email doesn’t work or isn’t an option, there are a few alternative actions you can take:
1. Send a Follow-Up Email
The most common alternative to recalling an email is simply sending a follow-up email. If you’ve made an error or need to provide clarification, a well-crafted follow-up email can often rectify the situation.
2. Request a Recipient to Delete the Email
If you realize the mistake after the recipient has already opened the email, you can contact the recipient and request that they delete the email. While this relies on the recipient’s cooperation, it can be a helpful way to mitigate damage.
3. Use the “Delay Send” Feature in Outlook
To prevent sending an email prematurely, consider using the “Delay Send” feature in Outlook. This allows you to schedule emails and gives you a brief window of time to cancel or modify the message before it is sent.
How to Use the “Delay Send” Feature:
- Compose a new email.
- Click on Options in the message window.
- Select Delay Delivery.
- Choose the desired delivery time and click Close.
- Send the email as usual, and it will be delayed until the scheduled time.
This feature gives you a cushion of time in case you want to make changes to the email before it’s sent.
Tips for Avoiding the Need to Recall Emails
While recalling an email is a handy tool, it’s always better to avoid the need for it in the first place. Here are some tips to prevent common email mistakes:
1. Double-Check Your Recipients
Before hitting the send button, always double-check the recipients of your Email in Outlook. Ensure you’re sending it to the right person and that the email address is correct.
2. Proofread Your Emails
Typos, grammatical errors, and incorrect information can lead to misunderstandings. Take the time to proofread your emails before sending them.
3. Use the “Undo Send” Feature
Outlook’s “Undo Send” feature can help you quickly retrieve an email if you act fast. This feature gives you a brief window (usually 10 to 30 seconds) to undo sending an email after hitting “send.” It is available in both Outlook for the web and the Outlook desktop app.
4. Use “Delay Delivery” for Important Emails
If you’re sending an important or time-sensitive email, use the Delay Delivery feature discussed earlier. This way, if you spot an error right after sending, you have a chance to catch it before the email is delivered.
Conclusion
Recalling an email in Outlook is a useful feature that can save you from embarrassing situations or prevent misinformation from spreading. However, it’s important to understand the limitations of the feature and when it’s most effective. Following the steps outlined in this guide can help you attempt to recall a message, but if the recall fails, having a backup plan such as sending a follow-up email or using the Delay Delivery feature can be valuable alternatives. With these tools and tips at your disposal, you can send emails with greater confidence and minimize the risk of mistakes in the future.
