How to Recall an Email in Outlook: A Step by Step Guide

Most of us send emails without thinking about it. However, there are times when we know we made a mistake as soon as we hit the “send” button. People get scared when they make a mistake, give the wrong information, or send an email to the wrong person. Don’t worry, though! There is a tool in Microsoft Outlook that lets you go back and fix a mistake in an email. This guide has everything you need to know about how to recall an email in Outlook.

Why There’s Need to Recall an Email in Outlook

We’ve all been there – that sinking feeling in your stomach when you realize you’ve sent an email with a mistake or to the wrong person. Fortunately, Microsoft Outlook offers a feature that allows you to recall an email, giving you a chance to correct your error.

By taking a few easy steps, you can avoid embarrassing situations or data breaches that could happen because of emails that get sent to the wrong address. In the parts that follow, we’ll show you how to recall an email in Outlook and talk about what it can’t do. In addition, we will look at other ways to make your email safer.

Also Read: “What Is Cliqly’s Email Marketing“

How to Recall an Email in Outlook

Recalling an email in Outlook is a straightforward process that can be accomplished by following a few simple steps. Let’s walk through the process together:

• Step 1: Accessing the Sent Items Folder

The first step is to open the Outlook application on your desktop and navigate to the Sent Items folder. This folder contains all the emails you have sent.

• Step 2: Opening the Email to be Recalled

Next, locate the email that you want to recall within the Sent Items folder. Double-click on the email to open it in a new window.

• Step 3: Initiating the Recall Process

With the email open, navigate to the toolbar and select the “Actions” dropdown menu. From the options available, choose “Recall This Message.”

• Step 4: Selecting Recall Options

A “Recall This Message” pane will appear, presenting you with two recall options. The first option is “Delete unread copies of this message,” which deletes the email from the recipient’s inbox if they haven’t opened it yet. The second option is “Delete unread copies and replace with a new message,” which deletes the email and replaces it with a new one. Choose the option that suits your needs.

• Step 5: Confirming the Recall

After selecting the recall option, click the “OK” button to initiate the recall process. Outlook will then attempt to recall the email based on the selected option.

• Step 6: Replacing an Email (Optional)

If you chose to replace the email address with a new one, Outlook will open a second window where you can compose the revised message. Once you are satisfied with the changes, click the “Send” button to send the revised email.

What Are the Common Mistakes in Outlook’s Email Recalling?

While recalling an email in Outlook is a useful feature, it does have certain limitations. It’s important to be aware of these limitations to ensure successful recall attempts. Let’s explore the limitations of email recall in Outlook:

• Web-based Version

Recalling an email is only available in the desktop client of Outlook. The web-based version, Outlook on the web, does not support the recall feature. Additionally, recall attempts made through Outlook mobile apps may also be unsuccessful.

• Recipient’s Email Client Compatibility

Email recall in Outlook only works if both you and the recipient use a Microsoft Exchange or Microsoft 365 account within the same organization. If the recipient is using a different email client, such as Gmail, Yahoo, or Apple Mail, the recall attempt will fail.

• Email Already Opened by the Recipient

Once the recipient has opened the email, recall attempts will no longer be effective. The email will remain in the recipient’s inbox, and the recall process will not remove it.

• Email Redirected to Other Folders

If the email you sent activated a filter in the recipient’s email client, redirecting it to a different folder, the recall attempt will fail. Email recall only affects messages that remain in the recipient’s inbox.

• Recipient’s Email Account Outside the Organization

Email recall in Outlook only works if the recipient’s email account is within the same organization as yours. If the recipient’s email account is outside your organization, the recall attempt will not be successful.

In Closing

Incorrect or sensitive email can lead to embarrassment or data breaches, so recall it in Outlook. This comprehensive tutorial taught you how to remember an Outlook email step-by-step. Remember that email recall is limited, so consider postponing email delivery or using third-party Outlook add-ins to secure your email. By taking these steps, you can send emails confidently and accurately.

FAQ

• Can You Recall an Email After an Hour?

Yes, you can recall an email in Outlook even after an hour, as long as the recipient hasn’t opened the message yet. However, it’s always best to act quickly to increase the chances of a successful recall.

• Does the Recipient Know if an Email is Recalled in Outlook?

In some cases, the recipient may be notified when an email is recalled from their inbox in Outlook. However, it’s important to note that even if an email is recalled, the recipient may still be aware that a message was sent to them, even if they can’t view it.

• What Happens if the Recipient Opens the Recall Message First?

If the recipient opens the recall message before the original email, the recall will be successful, and the original message will be deleted from their inbox. It’s recommended to include an urgent message in the recall message’s title to increase the chances of it being opened first.

• Does Email Recall Work with Other Email Clients?

No, email recall in Outlook only works with Microsoft Exchange or Microsoft 365 accounts within the same organization. If the recipient is using a different email client, the recall attempt will not be successful.