Sending an email can be nerve-wracking, especially if you accidentally click the send button too soon. We have all been there and wished for a way to recall that email before the recipient opens it. Luckily, Microsoft Outlook on Windows and Mac offers a feature that allows you to recall an email before it reaches its destination. In this guide, we will explore the step-by-step process of how to recall an email in Outlook on both Windows and Mac, so you can avoid those embarrassing email mistakes.
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How to recall an email in Outlook on Windows and Mac
One of the risks of working in the modern workplace is sending an email too soon or to the wrong person. With Outlook, Microsoft thankfully foresaw this situation, as the messaging software allows you to retrieve emails on both Mac and Windows platforms. Although the feature is simple to use, you’re likely to have never discovered it in your daily usage because it’s tucked away in a few different menus.
If you’ve never used it before, here’s how to remember an email in Outlook. Please take note that this is not available to web-based users and only functions with desktop clients. It will also only function if the recipient and you are both signed up for Microsoft 365 or Exchange accounts within the same company. You are thus out of luck if you send it to someone who is not a member of your workgroup.
How to recall an email in Outlook
Recalling emails will require the desktop Outlook client, which is not too bad because it’s among the best email clients available for download. To begin using the most recent version, launch the client and choose Home.
Step 1: To view your sent emails, use the menu on the left and select Sent Items.
Step 2: Locate and double-click the sent email you want to recall. The email will open in a new window as a result.
Step 3: Verify that the email window’s Message tab is selected. Select the three dots located on the right side of the toolbar, and choose Recall this message.
If you are using the updated version of our software, double-clicking your message in the Sent Items pane will bring up the Recall Message option right on the toolbar.
Step 4: Select Move from the toolbar, then select Actions, and recall this message if you don’t see the three dots.
Step 5: Your screen displays a pop-up window. You can either delete the unread copies of this message or replace them with a new message. Additionally, you have the choice to have Outlook alert you if the process is unsuccessful. To proceed, pick your choice or choices and press the OK button. Well, you’re done if you erased the message! Proceed if you wish to replace it.
Step 6: Outlook opens a second screen for you to edit the message if you decide to create a replacement. Outlook remembers your previous email as you write a new one and shows you a notification (if you allow it to do so). When you are finished editing the message, simply click the Send button.
Note:
If you send a recall message, it doesn’t exactly make your old email disappear. To have the original message disappear, the recipient may need to open the recall message first. This is why you should type URGENT or something similar in the recall message’s title so that it’s opened before the first offensive email. Continue for a longer explanation. Microsoft also states that, in some cases, the recipient may be notified when recalled messages are deleted from their inbox. So, bear in mind that even when recalling an email, the recipient may still know that a botched or offensive message has been sent to them, even if they can’t view it.
Adding an email delay to Outlook
You can set a delay in Outlook so that emails don’t go out right away. You might want to start scheduling or even postponing your emails in Outlook if you are prone to making mistakes, responding to emails nonstop, or exchanging sensitive information back and forth. These easy steps can be followed to set this up for all of your Outlook emails:
Step 1: In Outlook, click File in the upper-left corner.
Step 2: Click Manage Rules & alerts after a little scrolling down.
Step 3: Your screen will display the Rules and Alerts window. Choose the New Rule option from this menu.
Step 4: There will be an additional pop-up window. Select the Apply rule on messages I send from this menu. As you can see, this is mentioned below. Begin with an empty rule. Press the Next button to proceed.
Step 5: Click Next to proceed, and don’t worry about anything else on the conditions list. A confirmation screen will then show up. To confirm, choose Yes.
Step 6: Click on the option to “Defer delivery by several minutes.” Select the link with the A number. A pop-up window will show up and ask you to select your desired duration. Once you’ve entered the desired duration—120 minutes is the maximum—click the OK button. After reading through everything, select Next.
Step 7: Choose the appropriate exception options, if you have any. Next, to proceed, click the Next button.
Step 8: Name your rule and, if applicable, select the Turn on this rule checkbox. Press the Finish button to finish.
How to recall and resend an email in Outlook on a PC
1. Go to the “Sent Items” tab in your inbox
Check your inbox first before sending anything. Select the “Sent Items” tab located on the far left-hand side of the screen. Next, choose the email that you wish to remember. It ought to spread out to the window’s right side.
2. Select the File tab in the upper left-hand corner
When you click the “File” tab in the upper left corner of the Outlook application, a drop-down menu will show up. Choose the “Info” option from there.
3. Select Message Resend and Recall
A few options will appear in the Info menu. In the list, move toward the bottom and choose “Message, Resend, and Recall.”
4. Choose whether you want to recall or replace
Select whether you want to remove unread copies of the message (recall) or remove unread copies and replace the message with a new one (replace) after selecting the Message Resend and Recall option.
Pick the solution that best suits your situation.
5. Get notified if the recall was a success
- The recall procedure has certain limitations, as I previously indicated, so whether it is successful or not may depend on several factors.
- Outlook will show a pop-up dialog box with the option to check the “Notify” box at the bottom if the recall was successful or, regrettably, unsuccessful.
- Select the appropriate option (though I’d prefer to be notified) and click “OK.”
- Write your new copy and press “Enter” when prompted to compose a new message.
Before proceeding with the recall, Outlook will allow you to check the “Tell me if the recall succeeds or fails for each recipient” box. I would feel more at ease knowing if my error had been corrected.
A note about recall settings
There is no guarantee of recalls. Depending on your recipient’s Outlook settings, a recall may not succeed. For instance, the recipient will be notified that you, the sender, removed a message from their inbox if they have the “Automatically process requests and responses to meeting requests and polls” box checked under their tracking settings.
Why can’t I recall a message in Outlook?
Regrettably, Outlook occasionally fails to remember a message. There are several explanations for why this could occur:
- You’re not utilizing Outlook on a desktop.
- Your message has already been viewed by the recipient.
- You work for a different Microsoft organization than the recipient.
Remembering an Outlook message is ultimately just a precaution against forgetting a small detail after clicking “send.” In the heat of the moment, don’t use it as an excuse to send strong or divisive messages. Put another way, wait to announce your resignation to your employer until you’ve had some time to collect yourself and consider your options.
FAQ
1. Is it possible to recall an email using the web-based version of Outlook?
No, the option to recall an email is only available on the desktop client version of Outlook. This feature is not available on the web-based version.
2. Is it possible to recall an email if the recipient has already opened it?
Unfortunately, once the recipient has opened the email, it cannot be recalled. The recall feature is only effective if the recipient has not viewed the email. Therefore, it is important to check the email thoroughly before sending it to avoid any mistakes.
3. Can I recall an email sent to someone outside of my company?
The email recall feature only works for emails sent between users with Microsoft 365 or Exchange accounts within the same organization. If the recipient is not part of your company or does not have these accounts, the recall feature will not work.
4. Is there a guarantee that my email will be successfully recalled?
There is no guarantee that the email recall will be successful. Several factors can affect the success of the recall, such as the recipient’s Outlook settings or if the email has already been opened. It is best to thoroughly check your email before sending it to avoid the need for a recall.
5. Can I use the recall feature for all my emails in Outlook?
Yes, you can set a delay for all your emails in Outlook to avoid the need for recalling an email. This can be done by creating a rule in the “Manage rules & alerts” section. However, it is important to note that this delay rule will only work for emails sent from your desktop Outlook client and not on the web-based version, so it is best to double-check the recipient and content of your email before sending it.
Conclusion
To conclude, recalling an email in Outlook on Windows and Mac can save you from potential embarrassment or mistakes. With a simple process, you can easily recall a sent email before it reaches the recipient’s inbox. However, it should be noted that the success of recalling a message is not guaranteed and may be affected by various factors. It is important to use this feature responsibly and not rely on it as a means to send strong or divisive messages. Remember to double-check your emails before sending them and use the delay email option as a precautionary measure. With these helpful tips, you can use Outlook more efficiently and avoid any email mishaps.