How to Recall an Email from Outlook: A Simple Guide

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Sending an email by mistake is a common issue many of us face. Whether it’s sending the wrong document, forgetting an attachment, or even hitting “Send” too soon, sometimes we wish we could just take it back. In Outlook, this is possible — recalling an email can save you from potential embarrassment. But how do you recall an email in Outlook? Let’s dive into this useful feature, so you can use it with ease.

What is Email Recall in Outlook?

Email recall is a feature in Microsoft Outlook that allows you to retract or replace an email you’ve already sent. This can be extremely helpful if you’ve made a mistake, such as sending an incomplete message or sending it to the wrong recipient.

However, there are some important things to keep in mind. The recall feature works only if both the sender and recipient are using Microsoft Exchange email accounts and are within the same organization. It doesn’t work if the email has been read by the recipient or if the recipient is using a different email provider.

Let’s explore how you can recall an email in Outlook with just a few steps!

How Do You Recall an Email in Outlook?

Step-by-Step Instructions

Here is a simple step-by-step guide on how to recall an email in Outlook:

Step No.	Action	Details
1	Open Outlook	Launch Outlook on your computer or log in to the Outlook Web App.
2	Go to the “Sent Items” folder	In the Navigation Pane, click on the Sent Items folder to find your sent emails.
3	Open the email you want to recall	Double-click on the email you wish to recall to open it in a new window.
4	Click on “Message”	In the top menu of the email window, click on the Message tab.
5	Choose “Actions” > “Recall This Message”	From the Message tab, click on the Actions button, then select Recall This Message.
6	Select recall options	Choose whether you want to delete the email or replace it with a new one. You can also select an option to be notified of the recall’s success.
7	Click “OK”	Finally, click OK to confirm and start the recall process.

Once the recall is initiated, Outlook will attempt to delete the original email from the recipient’s inbox (if they haven’t read it yet). If you chose to replace it, you can modify the content and resend it.

Important Considerations for Email Recall in Outlook

Timing is critical: If the recipient has already opened the email, recall will fail. The email recall feature only works if the email is unread.
Both parties must be on Exchange: For the recall to work, both the sender and the recipient must be using Exchange-based email accounts.
Network reliability: The recall may not work if the recipient is offline or uses a different email client (like Gmail or Yahoo).
Outlook version: Email recall is only available in Outlook for Windows. If you are using the Outlook web app or Outlook for Mac, the feature won’t be available.

Tips for Successful Email Recall in Outlook

To increase the chances of successfully recalling an email, keep these tips in mind:

Act quickly: The sooner you initiate the recall after sending the email, the higher the chances of success. The email will only be recalled if it’s still unread in the recipient’s inbox.
Check if the recipient is on Outlook: If the recipient is using another email client (like Gmail, Yahoo Mail, or any non-Exchange account), the recall will fail. Always ensure that both you and your recipient are using Microsoft Exchange.
Use the “Replace” option: If you are recalling an email because of a mistake in the content, use the replace option to send a corrected version. This way, the recipient receives the updated email instead of just seeing a recall attempt.
Consider follow-up: Even if the recall works, it’s still a good idea to send a follow-up email explaining the situation. This shows your professionalism and helps to clear up any misunderstandings.

What to Do When Email Recall Fails?

If you’ve tried to recall an email in Outlook and it failed, don’t panic. Here are some steps you can take:

Send a correction: Immediately send a follow-up email explaining the mistake or attaching the correct file. Be clear and concise in your message to avoid confusion.
Contact the recipient directly: If it’s urgent or the mistake is significant, contact the recipient directly (via phone or chat) to explain the situation.
Use the “Delay Send” feature: In the future, use Outlook’s Delay Send feature to give yourself extra time before emails are sent out. This can prevent mistakes before they happen.

How to Prevent Mistakes in the Future?

While the recall email feature in Outlook is handy, it’s always better to avoid mistakes in the first place. Here are some tips:

1. Use the Delay Send Feature

This feature allows you to schedule your email to be sent after a delay, giving you a window of time to cancel it if you change your mind.

To use this, go to File > Manage Rules & Alerts and create a rule that delays sending your emails for a specified time (e.g., 5 or 10 minutes). This way, you’ll have time to catch mistakes before the email is sent.

2. Double-Check Your Emails Before Sending

Before hitting “Send,” always double-check the recipient, subject, content, and any attachments. A quick second look can prevent major errors.

3. Use Read Receipts

In Outlook, you can request a read receipt when sending an email. This helps you track whether the recipient has opened the email and can help you act quickly if you need to recall it.

Common Mistakes When Recalling Emails in Outlook

While recalling emails in Outlook is a handy tool, it’s not foolproof. Here are some common mistakes to avoid:

Mistake	Solution
Recalling after the email is opened	Recall only works if the email is unread. Try to act quickly!
Sending recall to recipients outside of the organization	Ensure the recipient is within your Exchange network for the recall to work.
Ignoring the recall failure notification	Always check the recall status. If it fails, send a follow-up email with a correction.
Not using the “Replace” option	If you’re recalling for a content error, use the Replace option to send a corrected version.

Conclusion

In conclusion, recalling an email in Outlook can be a lifesaver when you make a mistake, but it does come with certain limitations. By understanding how the recall process works and following some simple tips, you can increase your chances of success.

Make sure to act quickly, use the Delay Send feature to avoid mistakes, and always double-check your emails before sending. And if your recall attempt fails, don’t worry — a simple follow-up email can clear up any confusion.