How to recall email on outlook

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Recalling an email in Microsoft Outlook can help if you’ve accidentally sent a message to the wrong recipient or if you need to make corrections to the email content. Here is a step-by-step guide on how to recall an email in Outlook:

Prerequisites:

  • Both you and the recipient must be using Outlook and have their accounts on the same Microsoft Exchange server.
  • The recipient must not have read or moved the email out of their inbox.
  • The recall feature works only with emails sent to recipients within the same organization.

Steps to Recall an Email in Outlook:

  1. Open Outlook: Launch Microsoft Outlook on your computer.
  2. Go to Sent Items: In the left-hand folder pane, click on “Sent Items” to view your sent emails.
  3. Select the Email to Recall: Double-click to open the email you want to recall. The email must be opened, not just selected in the reading pane.
  4. Open the Message Tab: With the email open, go to the “Message” tab in the ribbon at the top of the window.
  5. Recall This Message:
    • Click on “Actions” in the “Move” group.
    • Select “Recall This Message” from the dropdown menu.
  6. Recall Options:
    • A dialog box will appear with two options:
      • Delete unread copies of this message: This will attempt to delete the email from the recipient’s inbox.
      • Delete unread copies and replace with a new message: This will delete the unread copy and allow you to replace it with a new email.
  7. Send Notification of Recall: You can choose to check or uncheck “Tell me if recall succeeds or fails for each recipient” to receive notifications about the success or failure of the recall for each recipient.
  8. Click OK: Click “OK” to initiate the recall process. If you chose to replace the message, you will be able to edit the email and send it again.

Important Notes:

  • Success of Recall: The success of recalling an email depends on several factors, such as whether the recipient has already opened the email, whether the email was moved to another folder, and the settings of the recipient’s email client.
  • Notifications: If you chose to be notified, you will receive an email indicating whether the recall was successful for each recipient.

Limitations:

  • External Recipients: The recall feature generally does not work for emails sent to recipients outside your organization.
  • Read Receipts and Tracking: If the recipient has read the email or if it has been affected by any tracking or automation rules, the recall attempt will likely fail.

Alternative Approach:

If the recall fails, you can send a follow-up email to the recipient explaining the mistake and providing the correct information.

By following these steps, you can attempt to recall an email in Outlook. However, it’s important to be aware of the limitations and success factors associated with this feature.