How to recall email in microsoft outlook

Last Updated: Feb 17, 2024 by

Have you ever sent an email and immediately regretted it? Maybe you noticed a typo or realized you sent it to the wrong person. Or perhaps you accidentally hit “reply all” and shared sensitive information with the entire company.

Whatever the reason, the thought of recalling an email in Microsoft Outlook may have crossed your mind. But is it even possible? In this article, we’ll explore how to recall an email in Microsoft Outlook and what to do if you can’t.

Can You Recall an Email in Microsoft Outlook?

The short answer is yes, you can recall an email in Microsoft Outlook. However, there are a few conditions that must be met for the recall to be successful.

First, both you and the recipient must be using Microsoft Exchange email accounts within the same organization. This means that if you sent an email to someone outside of your company, you won’t be able to recall it.

Second, the email must still be unread by the recipient. If they have already opened the email, the recall will not work.

Lastly, the recipient must have their Outlook settings configured to allow for email recalls. If they have disabled this feature, the recall will not be successful.

How to Recall an Email in Microsoft Outlook

Now that we know the conditions for a successful email recall, let’s dive into the steps for actually recalling an email in Microsoft Outlook.

Step 1: Open the Sent Items Folder

The first step is to open the “Sent Items” folder in your Outlook account. This is where all of your sent emails are stored.

Step 2: Double-Click on the Email You Want to Recall

Next, find the email you want to recall and double-click on it to open it.

Step 3: Click on the “Actions” Tab

In the top menu bar, click on the “Actions” tab. This will open a drop-down menu with various options.

Step 4: Select “Recall This Message”

From the drop-down menu, select “Recall This Message”. A new window will pop up with two options: “Delete unread copies of this message” and “Delete unread copies and replace with a new message”.

Step 5: Choose Your Preferred Option

If you choose the first option, the email will be deleted from the recipient’s inbox. If you choose the second option, the email will be replaced with a new one that you can edit and send.

Step 6: Click “OK”

Once you have selected your preferred option, click “OK”. If the recall is successful, you will receive a notification. If it is unsuccessful, you will also receive a notification with the reason why.

What to Do If You Can’t Recall an Email in Microsoft Outlook

If you are unable to recall an email in Microsoft Outlook, don’t panic. There are still a few things you can do to mitigate the situation.

Send a Follow-Up Email

If the email you sent contained incorrect information or a typo, you can always send a follow-up email with the correct information. This will help to clarify any confusion and ensure that the recipient has the correct information.

Apologize and Explain

If the email contained sensitive or confidential information, it’s important to apologize and explain the situation to the recipient. This will help to maintain trust and transparency in your professional relationship.

Use Outlook’s “Undo” Feature

If you have just sent the email and immediately regret it, you can use Outlook’s “Undo” feature. Simply click on the “Undo” button in the top menu bar or press “Ctrl + Z” on your keyboard. This will retract the email and allow you to make any necessary changes before sending it again.

How to Recover a Recalled Email in Microsoft Outlook

If you are the recipient of a recalled email, you may be wondering if there is a way to recover it. Unfortunately, once an email has been recalled, it cannot be recovered. However, there are a few things you can do to try and retrieve the information.

Check Your Deleted Items Folder

If the sender chose the option to delete the email from your inbox, it will be moved to your “Deleted Items” folder. Check this folder to see if the email is there.

Contact the Sender

If the email contained important information that you need, you can always reach out to the sender and ask them to resend the email. They may have a copy saved in their sent items folder or they may be able to provide you with the information in a different format.

Tips for Avoiding Email Mishaps in Microsoft Outlook

While recalling an email in Microsoft Outlook is possible, it’s always better to avoid the situation altogether. Here are a few tips to help you avoid email mishaps in the future.

Double-Check Before Sending

Before hitting the send button, take a moment to double-check the email for any typos or incorrect information. This can save you from having to recall the email later on.

Use the “Delay Delivery” Feature

Outlook has a feature that allows you to delay the delivery of an email. This can be helpful if you want to give yourself some time to review the email before it is sent. Simply click on the “Options” tab and select “Delay Delivery” to set a specific date and time for the email to be sent.

Be Mindful of “Reply All”

Before hitting “reply all”, make sure that everyone on the email chain needs to receive your response. This can help prevent accidentally sharing sensitive information with the wrong people.

In Conclusion

Recalling an email in Microsoft Outlook is possible, but it’s not always guaranteed to work. By following the steps outlined in this article, you can increase your chances of a successful recall. And if all else fails, there are still ways to mitigate the situation and avoid similar mishaps in the future.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.