How to recall an email in outlook

Outlook makes it simple How to recall an email in outlook. A beneficial feature of the desktop software allows you to recall and even replace a message that you didn’t want to send or that you would like to rephrase again. We’re here to take you through the process of recalling an email (or message, as the app refers to them) in Outlook because it’s simple but not always intuitive.

Recalling a message is only possible in the desktop client of Outlook; it is not possible in the web-based version. Additionally, they are only functional if both you and the recipient have Microsoft Exchange or Microsoft 365 accounts that belong to the same company. With recipient email addresses from outside of the sender’s organization, Outlook recalling messages won’t function.

How to recall an email in Outlook

Recalling emails requires the desktop Outlook client, which isn’t too bad because it’s one of the greatest email applications you can download.

Open the client in the most recent version, then choose Home to begin.

Step 1: To view your sent emails, choose Sent items from the menu on the left.

Step 2: Locate and double-click the Outlook message you wish to recall. This will launch a new window with the email open.

Step 3: Verify that in the email window, the Message tab is chosen. Recall this message can be chosen by selecting the Three dots on the toolbar’s right side, then hovering over Actions.

Step 4: If the three dots aren’t visible, Select Move from the toolbar, followed by Actions and Recall this message.

Step 5: Your screen displays a pop-up window. Delete Unread Copies of This Message or Delete Unread Copies and Replace With a New Message are your two alternatives here. You can also choose to have Outlook send you a notification if the operation is successful or unsuccessful. To proceed, select your choice(s) and press the OK button. Well done if you deleted the message! Continue if you want to replace it.

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.

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. For a more thorough explanation, read on. Additionally, according to Microsoft, in some circumstances the receiver might be informed when recalled messages are removed from their inbox. Therefore, keep in mind that even if a receiver can’t see an inflammatory or poorly written email that was sent to them, they may still be aware of it.

What to do if you can’t recall an email in Outlook

You can’t retrieve it if the recipient has already opened your message in Outlook. Outlook may be configured to allow you more time to think about a message before you send it, though.

Your emails can be delayed in Outlook so they don’t transmit right away. You might want to start delaying or even scheduling your emails in Outlook if you frequently respond to emails, frequently send sensitive information back and forth, or simply make mistakes. If you adhere to these straightforward procedures, you may quickly set this up for all of your Outlook emails:

Step 1: Click File in Outlook’s upper-left corner.

Step 2: After a little scrolling down, choose Manage Rules & Alerts.

Step 3: A window titled Rules and Alerts will appear on your screen. Choose the New Rule option from this point on.

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.

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

Step 6: Choose Defer Delivery By a Number of Minutes to continue. A Number of link should be selected. You’ll be asked to select your chosen duration on a pop-up screen that will display. Click the OK button after entering the desired number (the maximum is 120 minutes). After completing all of stuff, 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.

Requirements for Recalling an Email Message

When you want to recall an Outlook email message, keep in mind the following:

• Both you and your intended recipient must use Outlook and have email accounts on an Exchange server.
• You are attempting to perform a recall when the recipient’s mailbox is open.
• The recipient’s Inbox contains the original message, which is unread.
• There was no rule, spam filter, or add-on that altered the message in any way.

Your recall will be unsuccessful if any of these conditions are not satisfied.

Possible Results When You Recall Outlook Email

The outcomes of your attempt to recall a message can vary depending on the recipient’s email client’s settings, if the original email has already been viewed, and a number of other variables. Here are a few possible outcomes of an Outlook recall.

The recall will not work if the recipient has already read the message. The receiver has access to both the original message and the updated message (or notification of your attempt to recall the original message).
The original message is destroyed if the receiver opens the recall message before opening the original one. The receiver is notified by Outlook that you deleted the communication from their mailbox.

These outcomes also happen when the recipient, either directly or through the use of a rule, puts both messages to the same folder.

Outlook deletes the original message and notifies the recipient that you deleted the message if the recipient enabled Automatically process requests and responses to meeting requests and polls under Tracking and the recipient has not seen the original email.

The receiver is told that you intend to remove the message, though, if the original message has already been marked as read when the recall message is processed. The recipient’s inbox still has the original message.

Regardless of whether either message has been read or not, the retraction fails if the recipient moves the original message from the inbox and into another folder (manually or using a rule) while the recall message travels to the inbox. The failure of the recall effort is disclosed to the receiver. Both the original email message and the updated version are available to the recipient.

Additionally, you won’t likely succeed if you try to recall a message while using Outlook on a mobile device.

Process requests and responses on arrival is the name of the functionality in Outlook 2007’s Tracking Options.

The receiver is told that you intend to remove the message, though, if the original message has already been marked as read when the recall message is processed. The recipient’s inbox still has the original message.

Regardless of whether either message has been read or not, the retraction fails if the recipient moves the original message from the inbox and into another folder (manually or using a rule) while the recall message travels to the inbox. The failure of the recall effort is disclosed to the receiver. Both the original email message and the updated version are available to the recipient.

Additionally, you won’t likely succeed if you try to recall a message while using Outlook on a mobile device.

How to Delay Sending Messages

An erroneous email sent might have negative effects and could be embarrassing.

While Outlook’s recall tool may come in handy in an emergency, you can reduce tension by setting an email to send later or delaying the sending of messages. This provides you the opportunity to catch mistakes or edit information before your email is delivered to the recipient.

FAQs about recalling Outlook messages

How do I resend an email in Outlook?

Go to File > Info > Message Resend and Recall in Outlook for Windows to send an email again. Right-click the message in the Sent folder on macOS and choose Resend. Right-click the message in Outlook.com, choose Forward, and then remove Fw from the Subject line.

How do I encrypt an email in Outlook?

Go to File > Properties > Security Settings and tick the box next to Encrypt message contents and attachments to encrypt an email in Outlook. Navigate to File > Options > Trust Center > Trust Center Settings > Email Security to encrypt all outgoing messages.

Why doesn’t recalling email in Outlook always work?

Recalling an email in Outlook isn’t always as straightforward as it might seem. 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). The process of trying to remember a message will be complicated by a few different aspects.

Can you recall an email after an hour?

An email can always be retrieved after one hour. Outlook’s recall feature works as long as the recipient hasn’t opened the email yet. The recall will be useless once the email is opened, thus it is important to move quickly.

Does the recipient know if an email is recalled in Outlook?

No, the receiver won’t be aware that an email was recalled as long as the original message is never opened. Simply put, they’ll see the second email you send in place of the first.

Recalling opened messages in Outlook:

You are unable to retrieve your original email if the receiver opens it. The first recall message is kept in the recipient’s Outlook mailbox, but they can still receive and view the second one. One motivation to move swiftly is because of that.

Redirects to other folders:

Your recall will be unsuccessful if your first mail triggered a filter and Outlook redirected it to a particular folder. Only emails that are still in your inbox are affected by the recall option. The first message won’t disappear if it waits somewhere else.

Redirects to other folders:

The recall is unsuccessful if someone reads your mail that was hiding in a public folder.

Other email clients:

With messages in Outlook, the recall feature is functional. For instance, the recall won’t work if you send an email to a Gmail user.

There are still methods the recipient can use to access your message, so recalling Outlook mails isn’t always reliable. However, if you act quickly, you can still remember an Outlook email before it causes any damage.

The first step to becoming an Outlook power user is remembering emails. We have a list of seven features in Outlook that you probably weren’t aware of if you want to delve deeper. Additionally, we offer three suggestions for keeping your Outlook inbox organized, including the automatic delivery of emails to particular folders.