Accidentally sending an email with an error or to the wrong person can be frustrating. Fortunately, Outlook offers an option to recall a sent email, provided the recipient hasn’t opened it. Here’s how to use the recall function across different versions of Outlook.
Recall an Email in Classic Outlook (Desktop)
If you’re using the classic Outlook desktop version on Windows, follow these steps:
- Open Sent Items
Go to your Sent Items folder and double-click the email you wish to recall. - Select Recall This Message
In the ribbon bar, go to Actions > Recall This Message. Alternatively, you can right-click on the email, select Actions, and choose Recall. - Choose Your Recall Option
- Delete Unread Copies: Removes the email from the recipient’s inbox if it remains unread.
- Move Unread Copies to Deleted Items: Sends the email to the recipient’s Deleted Items folder if unread.
- Track Recall Status
Select Tell me if recall succeeds or fails for each recipient to monitor the status. Then, click OK.
If your email contains sensitive information, ensure you are following regulatory guidance by using encryption.
Recall an Email in New Outlook (Web and Desktop)
If you’re using the latest Outlook on the web or Windows desktop, follow these steps:
- Go to Sent Items
In the left pane, select Sent Items and double-click the email to recall it. - Select Recall Message
In the ribbon at the top, click Recall Message. When the confirmation dialog box appears, click OK to proceed. - Check Recall Status
After the recall attempt, you’ll receive a Message Recall Report in your inbox, which will indicate if the recall succeeded, is pending, or failed.
When Email Recall Won’t Work
There are scenarios where recalling an email may not be possible:
- Using Outlook for Mac or Mobile: Email recall only works on the Windows Outlook desktop app or Outlook for web, not on Outlook for Mac or mobile devices.
- Email Already Opened: Once the recipient opens your email, recall is no longer possible.
- Redirected Messages: If a filter or rule moved the email out of the recipient’s inbox, recall will not work.
- Non-Outlook Accounts: The recipient must be using an Outlook or Exchange server account. Recall does not work for Gmail, Yahoo, or Apple Mail accounts.
When to Recall an Email
Consider recalling an email in the following cases:
- Accidental Mistake: If you notice a typo or error, recall the email to correct it.
- Sent to the Wrong Person: Recall the email and resend it to the correct recipient.
- Sensitive Information: For emails containing sensitive data, recalling can prevent unintentional data exposure.
Recalls are most effective if done immediately, as the email is less likely to be opened.
Note: For sensitive information, use encryption to ensure it’s protected from unauthorized access.
Replacing an Email in Outlook
Outlook also offers the option to replace an unread email with a new one:
- Delete and Replace: Select Delete unread copies and replace with a new message. You can then compose and send an updated message, which will replace the original in the recipient’s inbox.
If the recipient opens the updated message first, the original email will be deleted. However, if they open the original message before your replacement, the new message will appear as a separate email. Replacement is subject to the same limitations as recalls.
Recalls: A Last Resort
Recalling emails should be a backup measure. It’s always best to double-check and proofread emails before sending. If a recall fails, a follow-up email or apology may help correct minor errors. For sensitive information, it’s essential to ensure you have control over access to prevent unauthorized sharing.
With these steps, you can manage sent emails more effectively and protect sensitive information when necessary.