Ever send an email to the wrong person or forgot to include an important detail in the one you just sent? Read this tutorial to understand How to Recall an Email in Outlook:
Most of us have, at one time, wanted to recall an email. Maybe because you have made typos, wrong facts, revealed too much, or maybe you never intended to send that email.
That’s why we prefer Outlook for emailing as it allows you to recall and replace an email.
In this article, we will tell you how to recall and replace an email message in Outlook. Here is a step-by-step guide to recalling email Outlook.
What You Will Learn:
- What Does Recalling an Email Mean
- Frequently Asked Questions
What Does Recalling an Email Mean
Recalling an email means you are proactively making sure that the email doesn’t reach the recipient. This prevents a confidential or important email from getting delivered to the wrong person.
Also, it gives you a chance to undo your mistake before it’s too late. Once you have recalled the email, you can make the necessary changes or send it to the right recipient.
What Do You Need to Recall an Email in Outlook
Yes, there are some prerequisites to using this feature in Outlook. You and the recipient must have a Microsoft Exchange or Microsoft 365 email account in the same organization. Remember, you can’t recall an email sent to Yahoo, Gmail, or any other emailing client.
Also, Outlook Web doesn’t have this feature. Along with that, if Azure Information Protection protects the email, you will not be able to recall it or if the recipient has already viewed the email.
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How to Recall Email in Outlook App
Here’s how to retract an email in Outlook:
#1) Open Microsoft Outlook.
#2) Click on Sent Items.
#3) Select the message you want to recall.
#4) Click on the Actions tab in the ribbon area.
#5) Select Recall the Message option.
#6) In the new pop-up window, pick what you want to do
- Delete unread copies, or
- Delete unread copies and replace them with a new message
#7) Click OK
Once the message is recalled, you will receive a confirmation. For a simplified ribbon, click on the three dots on the right-hand side of the screen to find the Actions option.
How to Recall an Email in Outlook Web
Here’s what you need to do for outlook recall messages on the web:
#1) Open Outlook Web.
#2) Click on the settings icon.
#3) Select View all Outlook Settings.
#4) Click on the Compose and Reply section.
#5) Scroll down to the pop-up window.
#6) Find Undo Send section.
#7) Set the period of cancellation to 10 seconds since it is the most you get.
#8) Click on Save.
#9) Now when you compose and send the message, you can click on the Undo option to recall it.
Alternatives to Recalling Emails in Outlook
If you are unable to recall your email in Outlook, here are a few other things you can do:
#1) Send an Apology Email
Alexander Pope once said, “To err is human”. However, if you have made a mistake, an apology shouldn’t be far behind. If you can’t recall email Outlook, send an apology email, an honest one.
Explain the reason for your apology and how you will make sure this mistake is not repeated. Also, extend an offer to help with any problems your email has caused.
#2) Request a Conversation
Sometimes it’s better to address the situation in person. If you feel that way, ask for a follow-up conversation. This will be a chance to explain the situation and sort out any problems that might have resulted from the mistakenly sent email.
Adjust Your Outlook Settings to Delay Sending Emails
For many reasons, your efforts in Outlook recall messages might fail. One of the safest alternatives is to delay your outgoing emails. This will give you time to review your emails and make sure everything is correct.
Here’s how you delay your outgoing emails:
#1) Click on the three dots on your ribbon.
#2) Select Rules.
#3) Click on the Manage Rules & Alerts tab.
#4) Select the New Rule tab in the pop-up window.
#5) Click on Apply rule on the messages I send.
#6) Click on Next.
#7) In the next pop-up window don’t check any boxes, unless you want to delay specific emails.
#8) Select Next.
#9) In the next pop-up window, Select what you want to do with the message.
#10) Select Defer delivery.
#11) Click on a number of’ under edit the rule description section.
#12) Select the delayed minutes you want.
#13) Click on Next.
#14) In Create an exception pop-up window, uncheck everything.
#15) Click on Next.
#16) Give a name to this rule if you want.
#17) Click on Finish.
Unable to Recall Your Outlook Email – Reason
If you are unable to recall your Outlook email, here are a few reasons why:
- You and the recipient don’t have Microsoft 365 or Microsoft Exchange email accounts in the same organization.
- The recipient opened the email before you could recall.
- The recipient or Outlook rules have moved the email to another folder.
How Long Does It Take to Recall an Email
This depends on various factors, depending on which it might take anywhere between a few seconds to a few minutes to recall an Outlook email. If the size of your email is too big, it will take longer to recall.
Also, if there are multiple recipients, Outlook will have to process a request for each one. So, it will take longer to recall as compared to a single recipient.
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Frequently Asked Questions
Q #1) How do I recall an email in Outlook without recipients knowing?
Answer: The recipient will know that you have recalled a message in Outlook.
Q #2) Can you recall an email after 2 hours?
Answer: You can recall a message in Outlook for up to 120 minutes if the recipient has not opened it.
Q #3) How much time do you have to recall an email in Outlook?
Answer: Up to 120 minutes if the recipient has not opened it. If the person you have sent the email to has opened it, you will not be able to recall it.
Q #4) Will Outlook tell me if the recall failed?
Answer: Yes, Outlook will tell you whether the recall succeeded or failed.
Q #5) How do I know if the recall is successful?
Answer: You will see a Recall Success note in the email’s subject line.
Q #6) How do I recall an email in Outlook 365?
Answer: Here’s how to recall an email in Outlook 365:
- Go to Sent items.
- Open the message you want to recall.
- Click on Other Actions in the Action group on the Message tab.
- Select recall this message.
- Click on Delete unread copies.
Q #7) Why can’t I recall an email in Outlook?
Answer: You can only recall an email in Outlook if you or the recipient must have had a Microsoft 365 or Microsoft Exchange email account in the same organization. Emails sent to or from any other accounts can’t be recalled. Also, the email should be unopened.
Q #8) How do I recall an email in Outlook after 1 Hour?
Answer: Go to Sent items and open the message you want to recall. Click on Other Actions in the Action group on the Message tab. Now, select Recall this message and click on Delete unread copies.
Q #9) How do I delete an email I sent?
Answer: You can only delete an email if both the sender and receiver’s email accounts are in Outlook. Go to Sent items and open the message you want to recall. Click on Other Actions in the Action group on the Message tab. Now, select Recall this message and click on Delete unread copies.
Outlook is a powerful email tool with immense productivity. You should know how to use it just like this email recall option. When an email is recalled, you will see a recall success message at the top of the email’s subject line.
The recipient will know if a message has been recalled. As long as the recipient has not opened an email, you should be able to recall it. You can recall the email using the simple steps I have mentioned above, or choose an alternative if you can’t.
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