Sending an email by mistake can be a stressful experience, especially if the content is sensitive or contains errors. Fortunately, Outlook offers a feature that allows you to recall sent emails. This guide will walk you through the process of recalling an email in Outlook, ensuring your communication remains professional and accurate.

Why Recall an Email?

Recalling an email can help you:

• Correct Mistakes: Fix any errors in the email content.
• Avoid Embarrassment: Retract messages sent to the wrong recipient.
• Update Information: Provide updated or more accurate information.

Prerequisites for Recalling an Email in Outlook

Before attempting to recall an email, ensure the following:

• Both sender and recipient use Outlook: Email recall only works if both the sender and recipient are using Outlook.
• Email is unread: The email must be unread in the recipient’s inbox.
• Same Exchange Server: Both sender and recipient should be on the same Microsoft Exchange server.

Steps to Recall an Email in Outlook

Follow these steps to recall an email in Outlook:

1. Open Outlook

1. Launch Outlook:
   • Open the Outlook application on your computer.
2. Go to Sent Items:
   • In the left-hand pane, click on the “Sent Items” folder to view emails you have sent.

2. Select the Email to Recall

1. Find the Email:
   • Locate the email you want to recall.
2. Open the Email:
   • Double-click on the email to open it in a new window.

3. Recall the Email

1. Click on the Message Tab:
   • In the email window, click on the “Message” tab at the top.
2. Select Actions:
   • Click on the “Actions” button in the “Move” group.
3. Choose Recall This Message:
   • From the dropdown menu, select “Recall This Message.”

4. Choose Recall Options

1. Delete Unread Copies:
   • In the “Recall This Message” window, select “Delete unread copies of this message” to recall the email.
2. Replace with a New Message:
   • Alternatively, select “Delete unread copies and replace with a new message” if you want to send a corrected version of the email.
3. Notify Me if Recall Succeeds or Fails:
   • Optionally, check the box “Tell me if recall succeeds or fails for each recipient” to receive notifications about the recall status.
4. Click OK:
   • Click the “OK” button to initiate the recall.

5. Verify Recall Status

1. Check Notifications:
   • Outlook will notify you if the recall was successful or if it failed for each recipient.
2. Follow Up:
   • If the recall fails, consider sending a follow-up email to address any mistakes or issues.

FAQs

Q: Can I recall an email sent to external recipients? A: No, email recall only works if both the sender and recipient are using Outlook within the same Microsoft Exchange server. External recipients using different email clients or servers cannot be recalled.

Q: What happens if the recipient has already read the email? A: If the recipient has already read the email, the recall will fail. You will receive a notification indicating the failure.

Q: How long does it take to recall an email? A: The recall process is usually immediate, but it can take some time depending on the server and network conditions.

Q: Can I recall an email on the Outlook mobile app? A: Currently, the recall feature is only available on the desktop version of Outlook and not on the mobile app.

Wrapping Up

Recalling an email in Outlook can save you from potential embarrassment and ensure your communications are accurate. By following these steps, you can quickly and efficiently recall an email sent in error. If you encounter any issues or need further assistance, Outlook’s customer support is available to help.

Need more assistance or have additional questions? Leave a comment below, and we’ll be happy to help!