Have you ever accidentally sent the wrong email or attachment? There's no need to stress! Since this feature is available at the outlet to unsend it, you can recall the email and retrieve it. But do you know how to recall an email in Outlook?
It's a great feature that allows you to correct your mistakes, as long as the email hasn't been opened by the recipient yet. Now the question is, how do you do it? The steps are very simple. Some people want to implement this method on Yahoo too, but let me clarify right at the start that Yahoo does not provide such a feature.
Is Recalling An Email In Outlook A Time-Consuming Work?
If you do it correctly, it only takes two to three minutes, so it is not a time-consuming task. Let me explain the quick and easy steps to complete it.
Easy Process To Recall An Email In Outlook
Find the email you wish to remember in the Sent Items folder to start this process. Right-click on that email. In the main menu, select the option "Recall Message." You will see two options here:
- Delete the message
- Modify it (replace it with a new one)
The email will be retrieved from the recipient's inbox by Outlook when you select your preferred option. If the recall is successful, you will receive a notification in your inbox stating "The recall succeeded." However, you need to keep in mind that there are some rules regarding this process.
- First, the recipient must not have read the email; if they have already read it, the email will not be recalled.
- The second condition is that both you and the recipient must be using Microsoft Exchange accounts and must be in the same organization.
Can I Recall Email If the Recipient Read The Msg?
You cannot act if the recipient reads the message once. This feature will only work when the message is unread for the receipt. If it reads the message once, it will remain available in the chat, and you will not be able to modify it or delete it.
Email Recall Fails? After Native Actions
Some emails are very important for the recipient and have a higher chance of being opened quickly. Because they are often sent in large quantities, recalling them can be a challenging task. In this case, sending a follow-up email can be helpful, saving you time as well.
For example: if you mistakenly sent the wrong time for an office meeting, you can send another email like this:
Subject: Correct Meeting Timing
The meeting time is 3 to 4 PM, not 4 to 5 PM.
Establish Direct Communication
For sensitive or urgent matters, initiate immediate personal contact via phone, video call, or instant messaging. This demonstrates accountability and allows real-time clarification that email cannot provide.
For example: This is especially for freelancers because they often work with multiple clients at the same time. If you accidentally send wrong confidential pricing information to a client, don’t wait for the recall option; instead, send them a direct message informing them about the issue. And tell them to ignore that email.
Implement Preventative Systems
Beyond basic "Undo Send" features, create personal protocols like drafting important emails in a text editor first or establishing a mandatory "cooling period" before sending sensitive communications.
For example, a journalist who is writing a high-profile report might leave the email in draft overnight, and the next day, check it again before sending it to avoid any mistakes.
Leverage Email Analytics: Use email tracking tools to determine if and when recipients have opened your message, helping you decide whether recall attempts will be effective or if alternative actions are necessary.
For example: A marketing manager sent the wrong discount code. He checks the email tracking tool and sees that more than half of the people haven't opened the email yet because these emails are not very important, so people look at them when they have free time. Therefore, he immediately sends a new email to correct it.
Document the Resolution Process: For professional or legal contexts, maintain records of your correction attempts and any corresponding responses to demonstrate diligence in addressing the mistake, potentially mitigating the consequences of the original error.
For example, a lawyer accidentally sent an old contract draft. To avoid any issues, he saves the record of the email recall, the correction email, and the client's confirmation to prevent any misunderstandings.
Easy Steps To Recall an Email In Outlook To Gmail
If you want to recall an email sent from Outlook to Gmail, follow it:
- Open the Sent Folder & locate the email you want to recall.
- Then right-click and select the "Recall This Message" option.
You will have two options: either delete the email or replace it with a new message.
Make sure to select the option that says, "Tell me if recall succeeds or fails for each recipient." This way, you will know if the recall worked for everyone.
- Once everything is set, click the send button. The process will complete in just a few minutes, but it's the same in this case; if a recipient's mailbox was open at that time, they might receive an alert.
Is it Possible to Recall an Email in Outlook without an Action Call?
If you don't notice the Action button in Outlook but want to recall an email, follow an alternative method.
Open the Sent Items folder & find the email you want to resent or delete.
- Right-click on email from the menu that occurs
- Select the "Recall This Message" option.
After selecting this option, just decide whether you want to delete the email or replace it with a new message.
It is crucial to check the box labeled "Tell me if recall succeeds or fails for each recipient" in order to verify whether the recall was successful. After everything is configured, Outlook will start processing your recall request when you click the send button.
Note: If the recipient's Outlook was open at the time you tried to recall the message, they might receive a notification informing them that you attempted to recall the email.
Frequently Asked Question
How to resend an email in Outlook?
If you are using Outlook on Windows
Go to File > Info > Message Resend and Recall.
On MacOS
go to the Sent folder, right-click on the message
& select Resend.
On Outlook.com
Right-click on the message
Select Forward, & remove "Fw" from the subject line.
How to encrypt an email in Outlook?
To encrypt an email, go to File > Properties > Security Settings and check the box for Encrypt message contents and attachments. To encrypt all outgoing emails, go to File > Options > Trust Center > Trust Center Settings > Email Security and adjust the settings.
Final Words
Sending an incorrect email can be frustrating & embarrassing. The recall feature in Outlook can sometimes help, but you can also schedule or delay emails to reduce stress. It allows you to spot mistakes or send updates to the email recipient before it arrives.