How to Recall A Message in Outlook

In our modern society, we must utilize several digital tools to maintain our professional lives. For example, if you want to apply for a job, publish a book, resign from a certain position, or do other professional things, you will always need to write an email to the respective side of the facility. 

In other words, digital tools and applications like Gmail or Outlook have become a necessary part of our workflow management. As we no longer operate or maintain any kind of information passing physically, we have to leverage these tools to continue our workflow. Moreover, it is also necessary that we learn to navigate these tools properly.

In this blog, we will talk about How to Recall A Message in Outlook and other necessary steps that come along with it. 

What Is Email Recall in Outlook And How Does It Work? 

You can refer to email recall in Outlook as a feature that lets a sender either recover or recall an email text that they sent to a certain party through the Outlook application. Nonetheless, the scenario is more observable when a sender mistakenly delivers an email text with several mistakes, the wrong files, or to the incorrect individual or business. 

Also, if you are unsure, here is how the email recall functions in Outlook: 

Furthermore, the email functions try to remove the following email by the sender from the receiver’s email box or replace it with the proper version of it. And the email recall function operates through: 

Eligibility Criteria 

Both the sender and the recipient need to implement the same email app, Outlook, and within the exact Exchange server. Furthermore, the receiver should not yet read the email, and he should be logged into his Outlook account. 

Guides to Recall An Email 

There are several steps to recall an email, such as:

• Going to the sent items folder.
• By double-clicking the message that the sender wants to recall.
• Clicking on File > Info > Recall or Resend the relevant text. 
• Select either of these options, like delete the following email and replace it with the corrected one, or delete the unread versions of the email. 

Email Recalling Afterwards

Various scenarios take place after you recall an email, such as:

• If you have completed the procedure, the following email will either be replaced or deleted. 
• If the receiver has already read the email, the email recall process will fail.
• If either one of those parties, the sender or the receiver, is using an email application other than Microsoft Outlook, the process will not work.

Email Recall Requirements before You Start

Before we guide you through the proper steps of email recall in the Outlook application, there are a few requirements that you need to look at before you start an email recall, and these requirements are:

• Both the receiver and the sender have to use the same application, which is Microsoft Outlook or Microsoft 365 profiles with a similar application version.
• The receiver must have not yet opened the email from the sender.
• The new email is still pending in the recipient’s Outlook inbox. 
• Both parties have to use the Outlook desktop application and not the web version.

Step-by-Step Guide: How to Recall A Message in Outlook

As we have previously mentioned, there are certain stages and restrictions involved in the whole procedure of email recall in Outlook. The sender, mostly, has to follow several steps and regulations to ensure the successful implementation of the process.

Nonetheless, while having these certain points and restrictions in mind, here is how you can recall an email in Outlook in detail and with proper steps:

Moreover, there are guides for two Outlook versions, for both Classic Outlook (Desktop App) and the new Outlook on Web (OWA).

A) Email Recall Procedure for Classic Outlook 

Step 1: Going to the sent items

You have to go to the left folder panel and find the sent items option, and then click on it. After that, you have to find and double-click the email to recall it in Outlook. 

Step 2: Opening The Action Menu

For this step, you can open the email for recall and click the text tab in the ribbon at the top. Once you have done that, you will find the Move group, and there you will need to press on Actions, after that, you can pass from the drop-down menu and choose ‘Recall This Message’. 

Step 3: Selecting Recall Options

You will notice a pop-up window, including two options: 

• Delete the unread email copies and replace them with the corrected versions.
• Only delete the unread copies of the following email from the inbox.

Step 4: Confirming Your Action

After completing all the following steps that we have mentioned so far, you only need to click ‘Ok’. Moreover, if you want to replace the following email, you will find a new email window opening in front of you, which will help you to reread and resend a new corrected email. 

B. Email Recall Procedure for New Outlook And Outlook on The Web (OWA)

Although there is no email recall system available for New Outlook and Outlook on the Web (OWA, there are some alternative options that you can find, such as: 

Option 1: Undoing The Email 

At first, the sender can click on the settings option and then go to Mail, then later to compose and reply to a new email. Furthermore, he can also scroll down to undo the send, alongside the sender, and an option for delaying the email for more than 10 seconds. 

Nonetheless, when the sender is trying to send an email, he will see a small undo option in front of him that he can click to cancel the send. 

Option 2: Delaying The Email

You can visit the settings and navigate to ‘View all Outlook settings‘. After that, you should visit the Mail for composing and replying. Once you have completed the step, you can scroll down to undo the send and set a delay for up to 10 seconds. 

Option 3: Sending A Correction Email

If you have sent an email that contains several mistakes or errors in the text or attachment, you can instantly make another follow-up email with a ‘correction’ title and then send it to the recipient. Furthermore, you can also apologize for your errors or mistakes and provide the proper information that you should have sent earlier in your email. 

Nonetheless, an important note suggests that a few options are only available with specific versions of Outlook, for example: 

• The email recall feature is only available for the classic Outlook, omitting the New Outlook for Windows and Outlook on the Web (OWA). Moreover, the ‘Undo Send’ or the ‘Delay’ option is available both for the New Outlook for Windows and Outlook on the Web (OWA), however, you can also leverage the same feature on the classic Outlook by following certain rules.

Understanding Outlook Email Recall Success And Failure 

Although the Outlook email recall process is convenient and useful in many ways, it is not always 100 percent reliable for different reasons. Moreover, you need to have clear knowledge of how it feature operates, fails, and why certain scenarios occur while  assessing the whole procedure, such as:

When Recall Likely Succeeds

You can only successfully conduct the Email Recall process under specific regulations and conditions, and here is a detailed list of the following conditions, to should be aware of:

• The recipient must use the Outlook desktop version as the recall feature is only accessible in the classic Outlook version. 

• Both parties, such as the recipient and the sender, should be using Microsoft Exchange or Microsoft 365 because the email recall is only functional if they use the same Exchange-based platform. 

• The email has to be unread as if the receiver has yet to open the message, so the application can still delete it. 

• The following email is still pending in the receiver’s Outlook inbox because the email recall won’t be able to find the message if the recipient has deleted or moved the email manually or through a rule. 

• The receiver’s Outlook application is still running in the background and connected with the internet, as Outlook must process the recall procedure appeal. 

• Furthermore, it is essential for both the sender and the recipient to refrain from using any kind of third-party email applications, for example, you can refer to Gmail and other apps, because the Outlook application is only functional with Microsoft Exchange and not other third-party software. 

When Recall Fails or Has Limitations 

There are several instances where your email recall procedure might fail or face a few limitations, and some of these examples are: 

• If the email receiver has already opened the email as Outlook can only delete or remove the unread emails from the inbox. 

• If the recipient is not operating with the Outlook desktop application, the email recall function is only operable in the Classic Outlook version for Windows. Furthermore, it does not work on web, mobile, and other clients. 

• If the receiver does not operate within your organization, you can only leverage the recall feature within a Microsoft 365 tenant or Exchange. Furthermore, the external emails cannot be recalled. 

• If the other person has moved the email from the inbox. Furthermore, it can also be done by a certain rule or user activity that moved the email to a certain place, which the recall function won’t be able to find.

• If the receiver’s Outlook connection is not connected to the Internet, or the application is not open because the recall function does not process until your Outlook application syncs with the Microsoft server. 

• If the sender sends the email to a public folder or shared mailbox, the recall will not work properly, as it cannot operate in consigned or shared mailboxes.

• Nonetheless, the other party sends the email through the Outlook Web or the New Outlook version, there won’t be any option for email recall as these versions do not support the recall feature, and only the classic desktop version has the option. 

Message Recall Report

If the user tries to recall an email in Microsoft Outlook, they will get an option for receiving a Message Recall Report. Furthermore, this report shows various insights on the status of your recall procedure, whether it has been successfully processed, failed, or not processed for every receiver. 

Nonetheless, you can mainly use the Message Recall Report as an automated alert that Microsoft Outlook sends to you, which sorts out the status of your recall efforts. Also, the Message Recall Report includes various sections such as: 

• Recipients: It lists every recipient of the recalled email. 
• Status: This section displays the status of your recall attempt, whether the process was successful, pending, or failed. 
• Time Stamp: It indicates the time when you attempted the recall. 
• Authentic Subject: This shows the subject line of the recalled message. 

Indication of Recalled Status

• Successful Recall: The message was unread in the recipient’s inbox, so the recall attempt successfully removed the following message.

• Failed Recall: The following email was either moved, opened, or the receiver’s client does not have the recall feature. 

• Not Yet Processed or Pending: The Outlook application is waiting for the receiver’s client to assess the recall attempt, for example, if the receiver is offline. 

Alternatives And Best Practices to Avoid Needing to Recall 

As the email recall feature can be unreliable for use, it is better if users stick to other preventive strategies that don’t require the need of email recall. Nonetheless, some of the best alternatives mail app and the best practices to avoid needing to recall are: 

Using The Delayed Sending Method

The delay methods allow you to set a timer, for example, 2 minutes, before you can send your message. And by that time, you can undo your message request or even change the main body if you need it. And here is how you can set up the delayed method in Classic Outlook: 

• Go to File > Manage Rules and Alerts.
• Click on New Rule.
• Under the Start from a blank rule, you can see the Apply rule on messages that you send option. 
• Clicking next and then next again to apply to all messages and emails. 
• Choosing the ‘defer delivery by many minutes’ option. 
• Setting a timer, for example, for 1 minute. 
• Finishing the rule and naming it following your choice. 

Implementing ‘Undo Send’ in Outlook Web And New Outlook 

The following option allows you to hold your sending action for a few seconds, and here  is how you can enable it for your New Outlook and Outlook Web: 

• Go to the Settings > Mail > Compose and reply.
• Finding the ‘Undo Send’ option and setting a timer for a delay, for instance, 15 seconds. 
• You will notice a small ‘Undo’ option appearing after you send each email. 

Proofreading before Sending

It is probably one of the most basic and yet useful and effective for not using the email recall option. You can simply just proofread your email, for instance, reviewing, rechecking, and rereading it before you send it to the recipient. And you can apply this method by following these steps:

• Double-checking the recipients, for instance, To, BCC, and CC. 
• Confirming you have attached the right files. 
• Using the ‘Undo’ and the ‘Delay Send’ options as a safety protocol.

Creating Templates Or Checklists for Recurrent Emails

Another great option through which you won’t require using the Email Recall option is by creating templates or checklists for recurrent emails. The scenario is favorable if you sometimes send similar emails to the recipient, and here is how you can do it:

• Use Outlook templates to make sure your email is consistent.

Creating a private checklist before you click the ‘Send’ option, for example: 

• Correct file version.
• Proper tone and subject.
• Right Recipients. 

Avoiding Irreversible And Sensitive Data

There are many instances where the sender accidentally sends something irreversible or sensitive that he should not have sent. This is why it is highly recommended that you avoid sending anything irreversible and sensitive. Furthermore, if you are unsure, you can apply these methods:

• Wait before you send the message, for instance, you can review and recheck the whole email.
• You should refrain from mentioning anything that might be troublesome if it is somehow leaked. 

Best Practices to Prevent Email Mistakes 

Generally, there are several best practices that you can implement or adapt to prevent email errors. And as it happens, most of the time, an error occurs when you accidentally send the wrong document, make spelling or grammatical mistakes, or click the ‘reply all’ option. Moreover, an error email could be anything, and to ensure that it does not happen again, here are some of the practices to prevent it:

Slowing Down Before Sending 

Before you hit the ‘Send’ button, you should slow down and apply these methods:

• Halt for 15 seconds.
• Recheck your email. 
• Double-review the entire content of your message. 

Reviewing The BCC, CC, And To Options

Another crucial step to avoid email mistakes is making sure that you are sending the email to the right recipient, for example:

• Confirming names and email addresses.
• Using the BCC option to send in bulk for preventing to prevent exposing the email address. 
• You have to avoid the ‘Reply All’ option unless you find it important to use. 

Rechecking Your Attachments

Sometimes, what happens is that you select the wrong file or attachment to your email and send it to the other party. This is a common and simple recheck that will solve it. However, if you want to ensure total safety, here are a few tips:

• You have attached the documents last to make sure it is accurate.
• You need to mention the file description in your email, like ‘Please note the attached report’, and verify its attachment.
• Moreover, you can also implement Outlook’s ‘Warn if no attachment’ function if you can find it through add-ins. 

Proofreading Precisely 

Proofreading your entire email can also help you find errors or mistakes residing in the email body and ensure the accuracy of your email. Here are a few things:

• Checking for tone, Grammar, and Spelling.
• You can even re-read your message out loud if necessary.
• Ensure that your email is accurate, relevant, and complete following the context.

Saving Drafts for High-Stakes Or Complicated Messages

If you have a rather complex or high-stakes email to convey to your recipient, here are a few practices that might be helpful, such as: 

• For crucial emails, for instance, an email to your boss or customer, after you finish writing the email, you can wait. 
• When you have finished writing your message, you can reopen it later as a draft for a proofread and edit it incase required.

In Conclusion 

The whole email recall in Outlook requires you to follow several steps for it to work properly; for instance, you have to meet the application criteria along with others that we have mentioned in this blog. If you’re wondering how to recall a message in Outlook, it’s essential to understand these prerequisites thoroughly. Nonetheless, if you can complete the process properly, you can dismiss the errors made on your part, which will also save your professional image in your working environment.

Furthermore, as we can regularly see such requirements of these tools and applications, we are left with no choice but to operate with them properly. Moreover, the email recall feature also makes the whole email recall process very convenient.

FAQs

How can you recall an email in Outlook?

If you want to recall an email in Outlook, you can go to the sent items folder, double-click the emails you want to recall by following the File > Info > Resend or Recall > Recall the text step. 

How can you recall an email without letting your receiver know?

You can recall your email without letting your receiver know by unchecking the ‘tell me if recall succeeds or fails for each recipient’ option. 

Is it possible to recall a message after 3 hours?

If you are referring to Gmail, then it is not possible to recall an email after 3 hours, however, it is possible to recall an email up to 2 hours in Outlook.

Is it possible to recall a sent message?

Yes, in a few instances, it is possible that you can recall an email after you sent it. Moreover, it is possible on both Gmail and Outlook.