Recall an email in Outlook: A Step-by-Step Guide
Ever hit send on an email and instantly regretted it? Fortunately, Outlook has a handy feature called “Recall” that allows you to retract an email before it reaches the recipient’s inbox. Here’s a step-by-step guide on how to recall an email in Outlook:
1. Act Fast: You have a limited window to recall an email, so act quickly. Ideally, do it within a few minutes of hitting send.
2. Locate the Sent Email: Open the “Sent Items” folder in your Outlook mailbox.
3. Find the Email to Recall: Locate the email you want to recall and double-click it to open it.
4. Access the Recall Menu: Click the “File” tab in the upper left corner of the Outlook window. Select “Info” from the dropdown menu.
5. Choose “Recall This Message”: In the “Info” pane, click the “Message Resend and Recall” button. Select “Recall This Message” from the list of options.
6. Choose Your Recall Method: You have two options:
- Delete unread copies: This option aims to completely erase the email from the recipient’s inbox if they haven’t yet read it.
- Delete unread copies and replace with a new message: This option allows you to send a replacement email instead of the original. Compose the new message in the popup window before clicking “Send.”
7. Check for Success: You’ll receive a notification informing you of the recall attempt’s success or failure. If successful, the email will be deleted from the recipient’s inbox, and you’ll see a message confirmation in your “Sent Items” folder.
Things to Remember:
- Recalling an email only works if the recipient is using an Exchange server hosted by the same organization as you. It won’t work for external recipients or personal email accounts.
- The faster you act, the higher the chance of successful recall. Once the recipient opens the email, recalling becomes impossible.
- Recalling an email repeatedly can be seen as unprofessional, so use it sparingly and wisely.
Bonus Tip: You can set up “Delay Delivery” in Outlook to give yourself a chance to review and possibly recall an email before it actually sends. This can be a good safety net for preventing hasty send regrets.
By following these steps and understanding the limitations, you can effectively use the recall feature in Outlook to get a second chance before your email reaches its destination. Remember, use it responsibly and prioritize clear communication to avoid relying on recalls too often.