Inadvertently sending an email with mistakes in the information or sending it to the wrong individual could be stressful. However, Microsoft Outlook has an option to recall that lets users rescind certain emails. We’ve compiled a detailed tutorial on how to retrieve an email from Outlook and also some guidelines to ensure that your process is smooth.
What Does It Mean to Recall an Email in Outlook?
If you can recall an email within Outlook, you’re basically recalling an email you’ve sent before the recipient had read or taken action on the email. The ability to do this is available only with certain circumstances that include both you and your recipient using Microsoft Exchange or an Office 365 account in the same business. In addition, this function is only available in the event that the recipient hasn’t had the chance to read the message.
Let’s take a look at the steps needed in the process of recalling messages.
Step-by-Step Guide to Recall an Email in Outlook
Step 1. Open the sent email.
- Start Outlook from your desktop.
- Browse through your “Sent Items” folder, which is found in the left menu.
- Then, open the email you would like to remember by double-clicking the message.
Step 2. Access the Actions Menu
- Once you have opened the email, you can then click on it under the “Message” tab located at the top of your screen.
- Go to the “Actions” dropdown menu within the “Move” section.
Step 3. Select the Recall Option.
- From the dropdown menu, select “Recall This Message.”
- A popup appears and presents you with two options:
- Unread copies of this message
- Remove unread copies of the HTML0 message and replace them with a fresh message.
Step 4. Choose Your Preferred Action
- If you need to revoke the email without giving a reason, choose the first option.
- If you have to send an update message, go to the second option. Write an email replacement.
- If you wish, opt-in to be informed about the status of recalls.
Step 5. Confirm the Recall
- Simply click “OK” to start the procedure.
Outlook attempts to block the email from the inbox of the recipient when the conditions for removal are met.
Factors That Affect the Success of Email Recall
Recalling emails within Outlook does not always function perfectly. There are many factors that can affect the success of this feature, such as
- Mail Status When the person receiving it has read the mail, then the recall feature will not work.
- Recipient’s email server: This feature is only available within the same company that uses Microsoft Exchange. If the receiver is on another server, then it won’t work.
- Email folders: When an email was moved from the inbox of the recipient (e.g., in an archive), the email cannot be stored in the recipient’s folder.
Tips to Prevent Future Mistakes
- Utilize the “Undo Send option: Outlook allows you to defer sending emails by several minutes. Create an auto delay in order to allow yourself more time to find errors or reconsider your decision.
- Double-check everything: Always verify the recipient’s email address, as well as the text and the attachments, before pressing send.
- File as draft If you’re unsure of your message, you can keep it in draft form and revisit it during an unintentional break to gain a new perspective.
Final Thoughts
It’s nice to know you can be able to recall emails from Outlook, but it’s not an all-encompassing solution due to the many conditions that must be met. A careful approach to emailing could save you time, stress, and misunderstandings that could arise down the road.
If you are finding yourself having to rescind emails regularly, looking into other tools or options like delayed email will greatly improve your communication process. Be sure to take an extra minute to go through yours; it will make all the impact.