Sending an email in Outlook only to regret it moments later is an experience many users have dealt with. Fortunately, Outlook provides a way for you to recall or replace messages after clicking send, but only if specific requirements are met.
This guide will cover everything you need to know about using the recall email feature in the Outlook desktop application.
Overview of Recalling Sent Messages in Outlook
The ability to recall an email message in Outlook works due to integration with Microsoft Exchange and Microsoft 365 accounts. When you request to recall an email using Outlook, it sends a request to delete unopened copies of the message or replace it with an updated version.
However, there are limitations:
- Only applies to the Outlook desktop app, not the web-based interface
- Recipient must use Outlook and have it connected to Microsoft Exchange or Microsoft 365
- Strict time limits on when recalls or replacements can be initiated
If the requirements are met, a recalled email will be deleted from the recipient’s inbox before they have a chance to open it. But succeeding is not guaranteed, so it’s important to understand recall limitations.
When Email Recalls in Outlook May Fail
Some common situations where Outlook email recalls can fail include:
- Recipient has disabled recall functionality in their Outlook settings
- Message sat unread in recipient’s inbox for too long
- Recipient’s Outlook server is temporarily unavailable
- Email is forwarded or automatically routed before being recalled
When a recall does fail, the recipient will get a notification that the sender attempted to delete the message. At that point, further action like sending an apology or updated email may be your only options.
Step-by-Step Guide to Recalling an Email in Outlook
Recalling an email in Outlook desktop requires just a few clicks once you locate the message. Here is the process:
- Open the Sent Items folder in Outlook
- Locate and select the email you want to recall
- Select the Recall This Message option
- Found by clicking the More Actions (…) icon in the toolbar
- Choose whether to just delete unread copies or also replace with new email
- Outlook will show confirmation message when recall completes
Selecting Recall This Message option in Outlook toolbar
That’s all there is to it!
Now the message will be deleted from any recipients’ inboxes if they have not opened it and meet requirements for Outlook recalls.
Alternatives When Message Recall Fails
Because Outlook email recalls do not have a 100% success rate, having backup options is recommended. Two alternatives if a recall fails include:
1. Delay Sending Outlook Emails
To avoid the need for recalls entirely, configure delayed sending for emails in Outlook:
- Select message > Options tab > Delay Delivery button
- Choose delivery delay time in minutes/hours
- Message will sit in Outbox folder until sent
Delaying by just 5-10 minutes can give you a chance to revise an email before recipients view it.
2. Send a Replacement or Apology Message
If the recipient has already seen the problem email, recalls will fail and a follow-up message is better damage control. Be honest about the mistake and provide corrected information or an apology as applicable.
Having a process in place for when email recalls are unsuccessful or not possible is key to effective communication.
FAQs About Recalling Outlook Emails
Here are answers to some frequently asked questions about using the Outlook recall feature:
How long can an email sit unopened before recall fails?
For Exchange accounts – 2 minutes. For Microsoft 365 accounts – 10 minutes. Recalls must be initiated in that window.
Can recipients tell if you’ve recalled an email from their inbox?
Yes, they will get notification that recall was attempted, even if unsuccessful.
When would recalling an email be inappropriate?
If recipients may have made decisions or taken significant action based on the original email, a recall could be confusing or disruptive. Use carefully.
What about recalling emails from a web browser?
Unfortunately, recalls initiated from Outlook web app or other webmail services will fail. Only the Outlook desktop application has reliable recall capability.
Key Takeaways
Being able to quickly fix email mistakes with Outlook’s recall feature can be invaluable. Here are the key points to remember:
- Carefully proofread every message before sending
- Act fast if an error is noticed – recalls have tight time frames
- Understand scenarios where recalls may fail
- Have backup options like delaying sending or apology messages
Knowing the ins and outs of effectively recalling emails can help avoid potentially embarrassing or costly communication mistakes.