Ever hit “send” and immediately wished you could take it back? We’ve all been there. Knowing how to recall email in Outlook can be a lifesaver in those moments. This guide will walk you through the steps for recalling a message and explain what to do if the recall doesn’t work.
When Should You Recall an Email?
Before we dive into the steps, let’s consider why you might need to use this feature. Common reasons include:
- Forgetting to add an important attachment.
- Sending the email to the wrong person.
- Noticing a critical typo or incorrect information after sending.
- Sending an emotional or angry response that you now regret.
If your situation falls into one of these categories, a recall might be your best option.
How to Recall Email in Outlook: A Step-by-Step Guide
Recalling an email is a feature available to users on a Microsoft Exchange server, which is common in many workplaces. For the recall to be possible, several conditions must be met, which we will cover later.
- Open Your “Sent Items” Folder: Navigate to your list of sent emails.
- Double-Click the Email: Open the message you want to recall in a new window. You can’t start the recall from the reading pane.
- Find the “Actions” Menu: In the new message window, go to the Message tab. Look for a group called Move and click the More Move Actions icon (it often looks like an envelope with two arrows).
- Select “Recall This Message”: This opens the recall dialog box.
- Choose Your Option: You will see two choices:
- Delete unread copies of this message: This will try to remove the email from the recipient’s inbox.
- Delete unread copies and replace with a new message: This recalls the original email and lets you write a corrected version to send as a replacement.
- Get Notified: Check the box that says, “Tell me if recall succeeds or fails for each recipient.” This will send you a confirmation message.
- Click OK: Outlook will now attempt to recall the message.
The Limitations of Outlook’s Recall Feature
A successful recall is not guaranteed. Here are the key limitations you need to be aware of:
- The Recipient Already Opened It: If the email is marked as “read,” it cannot be recalled. The original message will remain in their inbox.
- It Went to an Outside Email: The recall will fail if the recipient uses a different email client (like Gmail) or is not part of your organization’s Microsoft 365 or Exchange server.
- Redirected Inboxes: If the recipient has a rule that automatically moves your emails to another folder, the recall will likely fail.
- Public Folders: A recall will not work for messages read in a Public Folder.
Proactive Alternatives to Avoid Email Mishaps
Instead of relying on a recall, it’s better to prevent mistakes in the first place.
This is the single most effective strategy.
You can create a rule in Outlook to hold all outgoing messages in your Outbox for a set period (e.g., 2 minutes) before they are actually sent.
This gives you a crucial window to catch an error and stop the email.
You can find this powerful feature under File > Manage Rules & Alerts.
How to Recall Email in Outlook for Web, Mac, or Mobile
One of the most common questions is whether you can recall messages on other platforms.
Outlook on the Web (OWA)
While the classic recall feature isn’t available, Outlook on the web has a modern “Undo Send” feature.
You can set a delay (up to 10 seconds) that gives you a brief window to cancel a message right after you hit send.
You can find this in Settings > Mail > Compose and reply.
For more details, you can refer to Microsoft’s official support page.
Outlook for Mac & Mobile:
Unfortunately, there is no recall feature available for Outlook on macOS or for the iOS and Android mobile apps.
What to Do If the Recall Fails
Since success isn’t guaranteed, it’s best to have a backup plan. The most effective strategy is to send a follow-up email.
Be quick, concise, and apologetic.
A simple message like, “Please disregard my previous email with the subject [Subject]. It was sent in error,” can clear up any confusion professionally.
Frequently Asked Questions
Q: How can I check if the recall was successful?
A: If you checked the notification option in step 6, you will receive a message from Outlook confirming whether the recall succeeded or failed for each recipient.
Q: How can I increase my chances of a successful recall?
A: Besides acting fast, the best method is to enable the “Delay Send” rule mentioned earlier. This gives you a buffer to catch mistakes before the email even leaves your server.
Q: Does recalling an email look suspicious?
A: It can. The recipient may still be notified that a message was recalled, even if they haven’t read it. The best practice for avoiding email errors is always to double-check the recipients, subject line, and content before you click “Send.”
Conclusion
While knowing how to recall email in Outlook is a useful skill, it’s not a foolproof solution. The feature comes with several conditions that limit its success.
The best approach is to be careful and use proactive measures like the “delay send” rule. However, if a mistake happens, act quickly to recall it and send a polite follow-up message if needed. Now you’re prepared to handle any email mishap like a pro!
What are your experiences with recalling emails? Share your story in the comments below
Read also: Can Gmail recall emails?
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