how to recall an email in outlook

How to Recall an Email in Outlook and Remembering an Email

Perhaps you sent someone a nasty email out of the blue. Or perhaps you sent a work email but neglected to include a file that your colleagues require.

If you use Outlook, you’re in luck if you want a means to take it back. This is due to the fact that Microsoft’s email client contains a built-in remedy for circumstances like these: the capability of email recall. A receiver may not see an unfinished, irate, or otherwise problematic email you send if you use an email recall. If you wish to recall an email in Outlook, follow these steps.

Scroll beyond the recall instructions to get a guide on how to do just that. If you also want to know how to delay your emails in Outlook (to avoid unintentionally sending out similar emails in the future), click here.

How to Recall an Email in Outlook

Step 1:  Locate the email you wish to recall in your Sent Items folder. It should be at or near the top of the list. Before continuing, you must double-click on this email to completely open it.

Step 2: To activate the Message tab on the toolbar, click on it. Then, as seen below, go to the Move section and click the More Move Actions button that is denoted by a letter and an envelope.

Step 3: From the drop-down list, select Recall This Message.

Step 4: Execute the following if your interface uses the ribbon’s streamlined design: Recall This Message can be done by selecting the Message tab, the three dots icon, Actions, and finally Recall This Message.

how to recall an email in outlook

Step 5: A pop-up window appears on your screen. Here, you have two options: Delete Unread Copies of This Message or Delete Unread Copies and Replace With a New Message. You’ll also see an option to have Outlook notify you if the process succeeds or fails. Select your option(s) and click the OK button to continue. If you deleted the message, congratulations! If you want to replace it, continue on.

Step 6: Outlook opens a second screen so you can edit the message if you decide to generate a replacement. Outlook recalls your last email as you start a new one and shows a notification (if you selected that option). Once you’re done editing the message, simply click the Send button.

how to recall an email in outlook

It should be noted that sending a recall message doesn’t necessarily make an old email disappear. The recipient might need to open the recall message first in order for the original communication to vanish. This is why you should use a word like “urgent” or anything comparable in the title of the recall message so that it is opened before the offending email.

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Other Options to Remembering an Email

Solution 1: Compose an email of apology. This is probably the easiest way to fix the problem, except checking to make sure your emails are sent to the right recipients.

Save time and effort by admitting your error and expressing regret if you mistakenly sent an email to the wrong person or group of people and it wasn’t very shocking. A sincere apology usually gets along well with the recipients and might even foster trust. You can all depart after that.

Solution 2: Postpone sending your emails so they don’t go out right away. Start delaying your emails if you frequently respond to them, frequently exchange sensitive information, or simply make mistakes easily.

If you adhere to these straightforward procedures, you may quickly set this up for all of your Outlook emails:

Step 1: Select File in the upper-left corner of Outlook.

Step 2: Scroll down a bit and click Manage Rules & Alerts.

Step 3: The *Rules and Alerts**window will pop up on your screen. From here, select the *New Rule* option.

Step 4: Another pop-up window will appear in step four. Click Apply Rule on Messages I Send to continue. This is listed after Start From a Blank Rule, as you will see. Click the Next button to proceed.

how to recall an email in outlook

Step 5: Click Next to proceed without worrying about anything else on the conditions list. A confirmation screen will then show up. To confirm, click Yes.

Step 6: Choose Defer Delivery By a Number of Minutes in step 6 to continue. A Number of links should be selected. You’ll be asked to select your preferred duration on a pop-up screen that will appear.

Click the OK button after entering the desired number (the maximum is 120 minutes). After completing all of that, click Next.

Step 7: Choose the exceptions options you want to use if you have any exceptions. Next, proceed by clicking the Next button.

Step 8: Give your rule a name and, if it’s available, select the Turn On This Rule checkbox. Click the Finish button to finish.

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Important FAQ

Why Doesn’t Email Recall Function Every Time?

Even though it seems very simple, remembering an email won’t always function as you expect. Today’s internet speeds mean that mistaken email is likely already sitting in someone’s inbox, which causes a number of problems (unless you reside in a dead zone). Your attempts to remember an email will be hampered by a few key variables.

Can You Remember an Email an Hour Later?

An email can always be retrieved after one hour. Emails can be remembered as long as the receiver hasn’t opened them yet. The recall will be useless once the email is opened, thus it is important to move quickly.

The Recipient Is Aware of Email Recalls, but How?

No, the receiver won’t be aware that an email was recalled as long as the original message is never opened. They will only see the second email you’ve sent in place of the original.

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Recalling Opened Messages:

If a receiver opens your original email, you can’t recall it. The recipient can still obtain and read the second recall message, but the original stays in their Outlook inbox. That’s one reason why you should act promptly.

Redirects to other folders:

If your first mail activated a filter and Outlook diverted it to a certain folder, then your recall will fail. The recall option only affects emails that remain in the inbox. If the original message waits elsewhere, it won’t go away.

Redirects to Other Folders:

If someone reads your mail lurking in a public folder, the recall fails.

Other Email Clients:

The recall function works with Outlook. If you send an email to someone who uses Gmail, for example, the recall won’t work.

Again, recalls aren’t infallible, and your attempts may get hindered by circumstances you can’t control. But we do hope this tutorial helped you out.

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