How to Recall an Email in Outlook: Easy Steps

How to Recall an Email in Outlook: Easy steps
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In just a few steps, you can recall the email or message you sent on Outlook. You don’t need to send another message simply because you omitted some words. All you have to do is recall the email and make the corrections you want.

I will be showing you how in this piece, but first, let’s see when and why you may want to recall that email.

Reasons To Recall An Email In Outlook

There are a few occasions when it is necessary to recall an email.

  • When you send an email that contains a typo or a mistake

No one, I mean no one, is innocent of this. Most times, we misspell a word or even completely omit certain words due to the urgency of the email or sometimes because our head is really not in it at the moment. Have you ever omitted the word “is” and didn’t realize it until you read the text the second time? Yeah, me too. Several times, actually.

  • You accidentally sent an email to the wrong person

Now, here’s another reason. Imagine sending an employment letter to the wrong job candidate. Let me tell you what will happen: You’ll have the individual who didn’t pass the interview walk into your office all dressed up for the job because you sent him an appointment letter. Or you’ll have to send another email explaining how he or she wasn’t the right candidate. That would be so unprofessional now, wouldn’t it?

  • You sent an email with critical information.

Another reason you’d want to recall an email in Outlook is when you send out classified information to someone whose clearance level is a little lower than the information. You may have a different interpretation of this, but we’re still saying the same thing. The good news, however, is that you can recall the email before they open it.

How to Recall an Email in Outlook

To be able to recall emails, you’ll need to install Outlook on your computer, which isn’t a huge inconvenience given that Outlook is a top-notch email program.

Here are steps to recall an email in Outlook

Step 1: Select Sent Items from the menu to view your sent emails.

Step 2: Locate and double-click the Outlook email you want to recall. This allows you to open the email in a new tab.

Step 3: In the email window, make sure the Message tab is chosen. Scroll to Actions, then Recall this message, after selecting the three dots on the right side of the toolbar.

Step 4: If you don’t see the three dots, click Move from the toolbar, then Actions, and “Recall this message”

Step 5: On your screen, a pop-up window displays. You have two choices here: delete all unread copies of this message or delete all unread copies and replace them with a fresh message. You can also have Outlook inform you if the process succeeds or fails. To proceed, select your option(s) and click the OK button.

Step 6: If you select to build a replacement, Outlook displays a second screen where you can make changes to the message. Outlook retains your old message and displays a notification (if you selected that option) when you type your new email. When you’re through with the revised message, simply click the Send button.

Please keep in mind that even if you recall an email, the recipient may still be aware that a faulty or objectionable message was sent to them even if they can’t view it.

What Hiders Email Recall?

There are scenarios where recalling an email may seem impossible. Here are the possible causes:

#1. You are making use of the web-based or mobile version of Outlook

You can only recall an email if you are using the desktop program for Microsoft Outlook on a Windows computer. Outlook on the web, Outlook for Mac, and Outlook for mobile do not support email recall at this time.

#2. The recipient already opened the message

If the recipient of your email has already opened it, you will not be able to use the recall function. You have the option of requesting that the recipient dismiss the email; nevertheless, it will continue to be stored in their inbox, and they will be able to read it normally unless it is deleted.

#3. The message has been redirected

You will not be able to retrieve the message if the recipient of your email caused it to be moved manually or if it triggered a filter in their email client that caused it to be transferred to a different folder. Email recall is only applicable to communications that are still present in the inbox of the recipient.

#4. The recipient does not make use of Outlook:

It is required that the email account of your recipient be hosted on either Outlook or a Microsoft Exchange server. There is no way to find out this information before attempting a recall. Your email recall will not work if the recipient checks their inbox using Gmail, Yahoo, or Apple Mail.

Can you recall an email after an hour?

After an hour, you can still recall an email, but only if the receiver has not yet opened the message. You will be able to recall an email sent from Outlook as long as that condition is met. However, you should move quickly because the recall will be rendered ineffective as soon as the email is opened.

Does the recipient know if an email is recalled in Outlook?

Yes, Outlook sends a notification to the recipient in certain circumstances indicating that an email has been recalled from their inbox in Outlook.

Recalling an Email

#1. Locate the email

Begin the recall procedure by locating the email to be deleted. If you just sent the email, it may be in your Outbox; you can move it to your “Drafts” folder or delete it. The email is sometimes already on its way to the recipient and is in your “Sent” folder.

Select the “Sent Items” folder from the left-hand side of the Outlook window. The email should be located at the top of the folder. Check that you’ve selected the proper email to recall. You may then see the email by double-clicking it.

#2. Recall the email

To activate it, click the “Message” tab on the toolbar. Then, in the “Move” area, click the “More Move Actions” button with a letter and envelope. You can then choose “Recall This Message” from the drop-down menu.

If you have the simplified toolbar, go to the “Messages” tab, scroll to the three-dot icon, click “Actions,” and then select “Recall This Message.” The option to recall an email is only available in Microsoft Outlook 2003 and later.

#3. Remove the email from your inbox.

You can now remove the email you sent. A pop-up window may appear on your screen, prompting you to select either “Delete Unread Copies of This Message” or “Delete Unread Copies and Replace with a New Message.”

You can choose the button that is most convenient for you. Outlook may notify the receiver that an email from their inbox was recalled. Outlook can also notify you whether the recall process has been successful. To track the recall’s progress, tick the option next to “Tell Me if Recall Succeeds or Fails for Each Recipient.”

#4. (Optional) Send a replacement email

You can substitute a new email for the one you just remembered. Outlook may open a new window to allow you to amend and replace the original email. You can correct any typos in the initial email or include any attachments you may have overlooked. When you’re done composing the new message, click the “Send” button.

Tips to Avoid Recalling an Email

Here are a few pointers to help you avoid having to recall an email:

#1. Include the attachment.

Check that you haven’t forgotten to attach anything if you’re sending an email with an attachment. This saves you the time that you would have spent writing another email with an apology and an attachment. If your message implies that you’re sending an attachment but you haven’t attached the file, some email systems may urge you to add an attachment before sending the email.

#2. Allow yourself plenty of time.

Some emails must be responded to right away, while others can wait. Prioritize the urgent emails and only respond to those that can wait until you are ready. Responding to emails in a rush may cause you to neglect some details and, in some cases, send the incorrect item. If your job requires you to send and receive a lot of emails, make time for reading and responding to them.

When appropriate, consider turning off email notifications. This allows you to focus on one work at a time rather than receiving email notifications every now and then, prompting you to respond when you are not prepared. You can disable notifications when in a meeting or when you’re occupied. You can configure automated email replies to notify the sender that you intend to respond to the email at a later time.

#3. Proofread

Proofread your email before sending it to ensure that everything you’ve written is correct and exact. You can use the email to describe the things you wish to emphasize and double-check that you have included them. Sending an email with all of the necessary information can demonstrate that you take your job seriously and have made an attempt to respond to the email. Check any spelling and grammatical problems, and make sure the emails stay on the subject to prevent confounding the recipient. You should also review the flow and consistency of your message to ensure that it makes sense.

#4. Maintain a professional demeanor.

When sending an email, keep it professional and neutral. Keep your points brief. Avoid misunderstandings, disagreements, and ill sentiments because of an email. You may ensure that your email is professional by visualizing yourself as the recipient and imagining what emotions you could feel while reading it. Before sending the email, you can alter the tone or approach.

Check your emotions before sending the email to help you send a professional and impartial email. When you’re stressed, don’t send an email. It is preferable to send an email when you are not emotionally charged.

How do you know if the recall was successful?

Following the recall of the email, you should receive a fresh email with the subject “Message Recall Report.” This indicates that the recall was successful. This notification is normally received in less than 30 seconds, though it may take longer if you’ve recalled a message to a large number of recipients.

Can you find an Outlook email on the internet?

Only Outlook for Windows allows you to recall an email. If you are using Outlook.com, you cannot recall a message. Instead, if you use this web-based email service, you can configure an undo send option. This option allows you to cancel the email five to ten seconds after it is sent.

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References

beyondencryption

digitaltrends

Forbes

Indeed

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