How to recall an email in Outlook? This question often arises when you realize, moments after hitting “Send,” that you’ve made a mistake in your email. Whether it’s a typo, wrong recipient, or missing attachment, recalling an email in Outlook can save you from potential embarrassment or confusion. However, recalling an email isn’t always straightforward. In this article, we’ll guide you through the process of recalling an email in Outlook, explaining the prerequisites, the steps involved, and the limitations of this feature.
What Does “Recall an Email” Mean in Outlook?
Definition of Email Recall
The recall feature in Outlook allows you to retract an email that you have sent by mistake. When you recall an email, Outlook attempts to remove it from the recipient’s inbox before they open it. This is particularly helpful if you’ve sent the wrong information or realized there was a typo after clicking “Send.”
When Can You Use Email Recall in Outlook?
The recall feature is most useful in the following scenarios:
- You sent an email with a typo or error.
- You accidentally sent an email to the wrong recipient.
- You forgot to attach a file or include important information.
Remember, recalling an email is not always guaranteed to work. There are specific conditions that must be met for it to be successful.
Prerequisites for Recalling an Email in Outlook
Before trying to recall an email in Outlook, there are a few prerequisites you need to consider:
Using a Microsoft Exchange Account
To use the email recall feature, you must be using a Microsoft Exchange email account. This feature is not available for Outlook.com or other third-party email providers like Gmail or Yahoo. If you’re unsure, check your email account settings to see if you’re using an Exchange account.
Recipient’s Email Client Settings
For the recall to work, the recipient must also be using Outlook. Additionally, the recipient must not have already opened or read the email. If they’ve already opened it, the recall will fail, and they’ll still have access to the original email.
Your Outlook Version
Email recall is available in the Outlook desktop application for Microsoft 365, Outlook 2016, and 2019. The feature is not available in the web version of Outlook, so you’ll need to use the desktop app to attempt an email recall.
Step-by-Step Guide to Recalling an Email in Outlook
Now that you understand the prerequisites, let’s dive into the step-by-step process of recalling an email in Outlook.
Open Outlook
The first step is to open your Outlook desktop application. Make sure you’re signed into the correct account where the email was sent.
Go to the “Sent Items” Folder
Once you’re in Outlook, navigate to the Sent Items folder. This folder contains all the emails that you have sent, including the one you want to recall.
Open the Email
Locate the email you want to recall and double-click to open it. You’ll need to have the original message open in order to initiate the recall.
Click on “Actions” and Choose “Recall This Message”
In the open email window, go to the Message tab at the top. You’ll find an option labeled Actions. Click on it, and from the dropdown menu, select Recall This Message.
Choose Your Recall Option
A new window will appear asking whether you want to:
- Delete Unread Copies of This Message: This option attempts to remove the email from the recipient’s inbox, but only if the email hasn’t been read.
- Delete Unread Copies and Replace with a New Message: This option allows you to recall the message and send a corrected version.
Select the option that best suits your needs.
Click “OK”
Once you’ve chosen your recall option, click OK. If you selected the second option to replace the email, Outlook will open a new email draft so you can send the corrected message.
Wait for the Recall Status
After you’ve initiated the recall, Outlook will attempt to remove the email from the recipient’s inbox. You will receive a notification informing you whether the recall was successful or failed. If it was unsuccessful, the recipient will still have access to the original email.
What to Do if the Recall Doesn’t Work?
Sometimes, even after following all the steps, your recall may fail. Here are some options to handle the situation:
Follow Up with a New Email
If the recall fails, it’s a good idea to send a follow-up email explaining the mistake and providing the corrected information.
Call the Recipient
For more critical mistakes, consider calling the recipient to explain the situation and apologize for the confusion.
Best Practices for Using the Recall Feature in Outlook
While recalling an email in Outlook can be helpful, it’s not a foolproof solution. Here are some best practices to minimize the need for recalls:
Double-Check Before Sending
One of the best ways to avoid the need to recall an email is to review your message thoroughly before hitting “Send.” Check for typos, ensure the recipient is correct, and verify any attachments.
Use the Delay Send Feature
If you often make mistakes after sending emails, consider using the Delay Delivery feature. This feature allows you to schedule your email to be sent later, giving you time to catch errors before it’s delivered.
Avoid Overusing Recall
Don’t rely on the recall feature too heavily. Overusing it can come across as unprofessional, and recipients may become frustrated if they frequently receive emails that are recalled.
Limitations of Recalling Emails in Outlook
Although the recall feature is helpful, it has several limitations:
Does Not Work with Non-Outlook Clients
If the recipient is using a non-Outlook email client, such as Gmail or Yahoo, the recall feature will not work. The recall is only effective if both you and the recipient are using Outlook.
Success Depends on Recipient’s Actions
If the recipient has already opened the email, the recall will fail. It’s important to act quickly if you need to recall a message.
Does Not Work on Group Emails
If you’ve sent an email to a group, recalling the message can be tricky. Not all recipients will have the same settings, which may result in some recipients receiving the recalled email while others do not.
Frequently Asked Questions
No, once the recipient opens the email, you cannot recall it.
Yes, the recipient will receive a notification if you successfully recall the email. They may also be informed if the recall fails.
No, the recall feature is only available in the desktop versions of Outlook.
If the recall fails, the recipient will still have access to the original email. You can follow up with a new email or an explanation.
Conclusion
How to recall an email in Outlook is a useful feature for retracting messages that were sent by mistake. However, it has limitations and is not always guaranteed to work. By understanding the prerequisites, following the correct steps, and using best practices, you can minimize the need for recalling emails. And remember, always double-check before sending to avoid relying too heavily on this feature.
