If you are wondering how to recall an email in Outlook then you are at the right place. However, there are a few things that are required to recall a message that you must keep in mind. They are:
- You and your recipient both must have an Exchange server email account and use Outlook as the email client
- The recipient’s mailbox should be open when you attempt to process a recall
- The original message is unread and is still in the recipient’s inbox
- The message was not affected by any process like a rule, spam filter, or add-in.
Steps to Recall an Email in Outlook
When you try to retract an email then Outlook will tell the recipient of the recalled email. You can follow these steps in order to recall an email in Outlook:
- Open Outlook and click on ‘Sent items’
- Click twice on the sent message that you wish to recall and open it in another window
- Click on ‘Messages’, then ‘Actions’ and then choose ‘Recall this message’
- You can pick one of the following options:
- Delete the Unread Copies of This Message to recall the message.
- Delete Unread Copies and Replace with a New Message to swap the message with a new one.
- If you want to get a notification of the results then click on the ‘Tell Me if Recall succeeds or Fails for Each Recipient’ box
- Select ‘Ok’ once done
- If you choose to ‘Delete unread copies and replace with a new message’ then you will be asked to modify the original message
- Click on ‘Send’
You will get an Outlook notification message about the achievement or failure of your attempt to retract or replace the email.
What can happen when you recall an Email in Outlook?
The results of your attempt to recall a message can differ on the basis of the recipient’s email client’s settings and whether the message has been read or not. There are a number of things that can happen when you recall an email in Outlook. They are:
If the recipient has read the message then the recall will fail. Both the original message and the new message will be available to the recipient.
If the recipient has not opened the original message yet and opens the recall message first then the original message is deleted. However, Outlook will inform the recipient that you deleted the message from their mailbox.
The above points will also be true if the recipient moves both the messages to the same folder. It doesn’t matter if they do it manually or by using a rule
If the recipient has permitted ‘Automatically process requests and responses to meeting requests and polls’, under the tab of ‘Tracking’ and the recipient has not read the original email then Outlook will delete the original message and inform the recipient that you removed the message.
If the original message is marked as read when the recall message is managed then the recipient is told that you want to delete the message. The original message will stay in the recipient’s inbox.
If the recipient moves the original message out of the inbox and in a different folder and the recall message goes to the inbox then the retraction fails irrespective of whether either has been read or not. The recipient is informed that a recall challenge was unsuccessful. The recipient has access to both the original and the new email message.
You should know that if you use Outlook on a mobile device and attempt to recall a message, the process will likely fail.
You can appear to be highly unprofessional if you send an incorrect email and recalling a message might not work in your favor all the time. Another thing that you can try is scheduling or delaying the messages that you have to send. This will give you time to correct any errors that you might have made unknowingly before it reaches the recipient’s inbox.
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We hope that we were able to help you to recall an email in Outlook. If you want to know about anything else then all you need to do is connect with Email Support and the experts will help you out with the best of their knowledge.