Accidentally sending an email with errors, the wrong attachment, or to the wrong person is a common mistake. Luckily, Outlook offers a feature that allows you to recall an email—if certain conditions are met. This feature can help you retract an email before the recipient reads it, saving you from potential misunderstandings. In this guide, we will walk you through the steps to recall an email on Outlook, so you can fix mistakes or update your message without the recipient seeing the original email.
Why You Might Want to Recall an Email in Outlook
There are several situations where recalling an email can be helpful:
1. Sending the Wrong Attachment
You might have attached the wrong file, or you may have forgotten to attach something important. Recalling the email allows you to send the correct attachment without the recipient seeing the mistake.
2. Sending the Email to the Wrong Recipient
If you’ve accidentally sent an email to the wrong person or group of people, recalling the email will prevent them from reading it.
3. Incorrect Information or Typos
Sometimes, emails are sent with errors that you didn’t catch in time. If you realize there’s incorrect information or typos in your email, recalling it gives you a chance to fix the mistakes before the recipient sees them.
4. Improperly Worded Email
If the tone or wording of the email isn’t appropriate or you realize you could have communicated more effectively, recalling the email allows you to send a more polished version.
How to Recall an Email in Outlook
The process of recalling an email in Outlook is fairly simple, but there are a few limitations. You can only recall emails that are still unread by the recipient, and both you and the recipient need to be using Outlook (on the same Exchange server). Below are step-by-step instructions on how to recall an email in both the desktop version and Outlook Web.
1. How to Recall an Email in Outlook (Desktop Version)
Open Outlook
Launch the Outlook desktop app on your computer and ensure you’re logged in to your account.
Go to the “Sent Items” Folder
On the left-hand sidebar, navigate to your Sent Items folder. This is where all the emails you’ve sent are stored.
Open the Sent Email
Find the email that you want to recall, then double-click to open it.
Click on “Message” Tab
At the top of the email, go to the Message tab. You’ll see several options for actions on the email.
Click on “Actions”
In the Message tab, look for the Actions button (it may also appear as “More Actions” depending on your version of Outlook). Click on it, and from the dropdown menu, select Recall This Message.
Step 6: Choose the Recall Options
Once you click on Recall This Message, a dialog box will appear with two options:
- Delete unread copies of this message: This option attempts to delete the unread copy of the email from the recipient’s inbox.
- Delete unread copies and replace with a new message: This option deletes the original email and allows you to send a corrected version in its place.
Select the option that best fits your needs and click OK.
Step 7: Wait for Confirmation
Outlook will attempt to recall the message. If successful, you will receive a confirmation email indicating that the recall worked. If unsuccessful, the recipient may still have received the original email.
Step 8: Check the Status of the Recall
To check whether your recall was successful, go to the Sent Items folder. Outlook will notify you of the recall status (whether it was successful or failed) in a new email.
2. How to Recall an Email in Outlook Web
Unfortunately, the recall feature is not available in Outlook Web (Outlook.com or Outlook for Office 365) as it is in the desktop version. However, you can still try the following alternatives to handle the situation:
Step 1: Open Outlook Web
Go to Outlook.com or Office 365 Outlook and log in to your account.
Step 2: Send a Follow-up Email
If you realize you’ve sent an email with an error, the quickest way to address the issue is by sending a follow-up email. Apologize for the mistake, explain the error, and provide the corrected information. This is a good workaround when the recall feature isn’t available.
3. Things to Keep in Mind When Recalling Emails in Outlook
While recalling an email can be helpful, there are some important limitations and conditions that you should be aware of:
1. Only Unread Emails Can Be Recalled
The recall feature only works if the recipient has not already read the email. If the recipient has already opened the email, the recall attempt will fail.
2. Both Parties Need to Use Outlook
To recall an email successfully, both you and the recipient need to be using Outlook (on an Exchange server). If the recipient uses a different email platform (such as Gmail, Yahoo, etc.), the recall will not work.
3. The Recipient May Be Notified
Even if you successfully recall an email, the recipient may still be notified that a recall attempt was made. This can alert them to the fact that an email was sent and then retracted, which may raise curiosity.
4. No Recall for External Recipients
If the recipient is outside your organization or uses a different email service, recalling the message won’t work. You will need to send a follow-up email instead.
5. The Email May Still Appear in the Recipient’s Trash
Even if the recall is successful, the email may still appear in the recipient’s trash or deleted folder. It’s important to note that they could retrieve it later.
Troubleshooting: What to Do If You Can’t Recall Your Email
1. The Email Has Already Been Read
If the email has been opened by the recipient, the recall will fail. In this case, sending a follow-up email explaining the mistake and providing the correct information is the best course of action.
2. The Recipient Uses a Non-Exchange Server
If the recipient is using a non-Exchange server (such as Gmail or Yahoo), the recall feature won’t work. You will need to rely on sending a follow-up email to correct the issue.
3. The “Recall” Option Is Missing
If you don’t see the Recall This Message option in the Actions menu, make sure you are using an Exchange server and that you’re using the correct version of Outlook (i.e., Outlook for Windows or Outlook for Office 365).
FAQs About Recalling Emails in Outlook
1. Can I Recall an Email After It’s Been Read?
No, you can only recall an email if it’s unread by the recipient. Once the email has been opened, the recall feature will not work.
2. What Happens if the Recall Is Successful?
If the recall is successful, the recipient’s unread email is deleted, and they won’t see the original message. If you chose to replace the email, they’ll receive the corrected version.
3. Does the Recipient Get Notified About the Recall?
Yes, the recipient may be notified when an email recall is attempted, even if the recall is successful.
4. Can I Recall Multiple Emails at Once?
No, Outlook doesn’t currently support recalling multiple emails at once. You must recall each email individually.
5. Does Recall Work on Emails Sent to External Recipients?
No, recall only works if the recipient is using Outlook and is part of the same organization or Exchange server.
