An accidental send can be undone in seconds if you know where to click in Outlook’s desktop application. Knowing how to recall message in outlook is a lifesaver when you hit send on a email that has a typo, wrong attachment, or is addressed to the wrong person. This feature isn’t perfect, but it works under the right conditions. In this guide, we will walk you through every step, setting, and limitation so you can confidently use the recall function.
First, let’s clarify what the recall feature actually does. It attempts to delete or replace an email you already sent from the recipient’s inbox. However, it only works if both you and the recipient are using Microsoft Exchange or Microsoft 365 within the same organization. If the recipient is using Gmail, Yahoo, or another email service, the recall will fail. Also, the recipient must not have read the email yet. Once they open it, the recall is blocked.
Now, let’s get into the actual steps. The process is slightly different depending on your Outlook version. We will cover Outlook for Microsoft 365, Outlook 2021, 2019, 2016, and Outlook on the web (OWA). The desktop application offers the most reliable recall experience.
How To Recall Message In Outlook Desktop
To start, open Outlook on your computer. Navigate to your “Sent Items” folder. This is where all your outgoing emails are stored. Find the email you want to recall. Double-click it to open it in a separate window. You cannot recall a message from the reading pane; it must be open in its own window.
Once the message is open, look at the top menu bar. You will see a section called “Move” with options like “Actions” or “Other Actions.” The exact label depends on your Outlook version. Click on “Actions.” A dropdown menu will appear. Select “Recall This Message.”
A dialog box will pop up with two options:
- Delete unread copies of this message
- Delete unread copies and replace with a new message
Choose the first option if you simply want to delete the sent email. Choose the second option if you want to send a corrected version. After selecting, check the box that says “Tell me if recall succeeds or fails for each recipient.” This gives you a notification about the outcome. Then click “OK.”
If you chose to replace the message, a new email window will open with the original content. Make your corrections, then click “Send.” The recall process will begin. You will receive a notification email in your inbox within a few minutes. It will say “Message Recall Success” or “Message Recall Failure” for each recipient.
One common mistake is not opening the message in a separate window. If the “Actions” button is grayed out, you are likely viewing the email in the reading pane. Double-click the email to open it fully. Also, ensure you are looking at the “Sent Items” folder, not “Inbox” or “Drafts.”
Requirements For Recall To Work
Not every email can be recalled. There are strict conditions. First, both you and the recipient must have an Exchange or Microsoft 365 email account. Second, the recipient must be in the same organization. Third, the recipient must not have read the email. Fourth, the recipient must not have moved the email out of their Inbox. Fifth, the recipient must not have any Inbox rules that automatically move or delete the email. If any of these conditions are broken, the recall will fail.
Additionally, the recall only works if the recipient’s Outlook client is online. If they are offline, the recall request will not be processed until they connect, and by then they may have read the email. Also, if the recipient uses Outlook on a mobile device, the recall might not work because mobile apps handle email differently.
It is also important to note that the recall feature does not work with encrypted or digitally signed emails. If you used any security features, the recall will be blocked. Similarly, if the email was sent to a distribution group, the recall may fail for some members.
Step-By-Step Guide For Outlook 2016 And 2019
The steps for Outlook 2016 and 2019 are almost identical to the Microsoft 365 version. However, the button location might vary slightly. In Outlook 2016, after opening the sent email, click on the “Message” tab. Look for the “Move” group. Click “Actions,” then “Recall This Message.” In Outlook 2019, the path is the same. Some users report that the “Actions” button is hidden under “Other Actions.” If you don’t see it, click the three dots (ellipsis) in the ribbon to expand the menu.
If you are using Outlook 2013, the process is similar. Open the sent email, go to the “Message” tab, click “Actions,” and select “Recall This Message.” The dialog box will appear with the same two options. Remember, the recall feature has been available since Outlook 2010, so older versions also support it.
Recalling A Message In Outlook On The Web
Outlook on the web (OWA) also has a recall feature, but it is less powerful. To recall a message in OWA, log in to your Outlook web app. Go to “Sent Items.” Find the email you want to recall. Double-click to open it. At the top of the message, click the three dots (ellipsis) to open the action menu. Select “Recall Message.” A confirmation dialog will appear. Click “OK.”
In OWA, you cannot replace the message; you can only delete it. Also, the recall only works if the recipient is in the same organization and has not read the email. The notification about success or failure is sent to your inbox. OWA recall is less reliable than the desktop version because it depends on the recipient’s email client settings.
One limitation of OWA is that it does not work if the recipient is using a non-Microsoft email client. For example, if they use Apple Mail or Thunderbird, the recall will fail. Also, if the recipient has a cached mode in Outlook, the recall might not process correctly.
Common Issues And Troubleshooting
Even if you follow all the steps, the recall might fail. Here are common problems and how to fix them. First, if the “Recall This Message” option is grayed out, it means the feature is not available for that email. This can happen if the email was sent to an external address, or if your account does not have the necessary permissions. Check with your IT administrator if you see this issue.
Second, if you receive a “Recall Failure” notification, it means the recipient has already read the email or the recall conditions were not met. In this case, you cannot undo the send. Your only option is to send a follow-up email apologizing and correcting the mistake. You can also request that the recipient delete the original email.
Third, if the recall seems to work but the recipient still sees the original email, it could be due to caching. The recipient’s Outlook might have downloaded the email before the recall request was processed. In this case, the recall will not remove the email from their local cache. They would need to manually delete it.
Fourth, if you are using a shared mailbox or delegate access, the recall feature might not work. The recall only works for emails sent from your own mailbox. If you sent an email on behalf of someone else, you cannot recall it. The original sender must perform the recall.
How To Check If Recall Succeeded
After you initiate a recall, Outlook sends a notification to your inbox. This notification usually arrives within a few minutes. It will say “Message Recall Success” or “Message Recall Failure” for each recipient. If you selected the option to be notified, you will see these messages. If you did not select that option, you will not receive any notification. In that case, you can manually check by looking at the original email in Sent Items. If the recall succeeded, the email might have a note saying “You recalled this message on [date].” However, this note is not always reliable.
Another way to check is to ask the recipient directly. If they confirm they did not see the email, the recall likely worked. If they saw it, the recall failed. Remember, the recall is not guaranteed, so always follow up if the email was sensitive.
Alternatives To Recall
If the recall fails or is not available, you have other options. The best alternative is to send a follow-up email. Apologize for the mistake and provide the correct information. You can also request that the recipient delete the original email. This is not as clean as a recall, but it is effective.
Another alternative is to use the “Delay Delivery” feature. This is a proactive measure. You can set a rule in Outlook to delay sending all emails by a few minutes. This gives you a window to cancel the send before it leaves your Outbox. To set this up, go to “File” > “Manage Rules & Alerts” > “New Rule.” Select “Apply rule on messages I send.” Then choose “defer delivery by a number of minutes.” Set the delay to 1-5 minutes. This is a great way to prevent accidental sends.
You can also use the “Undo Send” feature in Outlook on the web. This is different from recall. Undo Send gives you a few seconds after clicking send to cancel the email before it is delivered. In OWA, go to “Settings” > “View all Outlook settings” > “Mail” > “Compose and reply.” Under “Undo send,” set the delay to up to 10 seconds. This is a simple and effective tool.
Best Practices To Avoid Needing Recall
The best way to handle accidental sends is to prevent them. Here are some tips. First, always double-check the recipient’s email address before clicking send. Autocomplete can sometimes fill in the wrong person. Second, read your email aloud to catch typos and errors. Third, use the “Delay Delivery” feature as mentioned above. Fourth, use the “Undo Send” feature in OWA. Fifth, consider using the “Send Later” feature to schedule emails for a specific time. This gives you a chance to review the email before it is sent.
Another good practice is to use the “Bcc” field for large distribution lists. This prevents recipients from seeing each other’s email addresses. Also, avoid using “Reply All” unless necessary. Many accidental sends happen because of Reply All. Finally, if you are sending an email with an attachment, double-check the attachment before sending. You can also use the “Attachment Reminder” add-in to prompt you if you forget to attach a file.
Frequently Asked Questions
Can I Recall A Message In Outlook If The Recipient Is Outside My Organization?
No, the recall feature only works if both you and the recipient are using Microsoft Exchange or Microsoft 365 within the same organization. If the recipient is using Gmail, Yahoo, or another email service, the recall will fail. In that case, you need to send a follow-up email.
What Happens If The Recipient Has Already Read My Email?
If the recipient has already read the email, the recall will fail. Outlook will send you a notification saying “Recall Failure.” The original email will remain in the recipient’s inbox. You should send a follow-up email to apologize and correct the mistake.
Does Recalling A Message Delete It From The Recipient’s Trash?
No, the recall only attempts to delete the email from the recipient’s Inbox. If the recipient has moved the email to another folder, including Trash, the recall will not work. The email will remain in that folder.
How Long Does It Take For A Recall To Process?
The recall process usually takes a few minutes. You will receive a notification in your inbox within 1-5 minutes. However, it can take longer if the recipient’s Outlook client is offline or if there are network delays. If you don’t receive a notification within 10 minutes, the recall likely failed.
Can I Recall A Message Sent From Outlook On My Phone?
The recall feature is not available on the Outlook mobile app. You must use the desktop application or Outlook on the web to recall a message. If you sent an email from your phone, you need to log in to the desktop version to attempt a recall.
Final Thoughts On Recalling Messages
Knowing how to recall message in outlook can save you from embarassment and mistakes. The feature is not perfect, but it works in many cases. Always remember the requirements: same organization, Exchange account, unread email, and no Inbox rules. If the recall fails, don’t panic. Send a follow-up email and move on. The best strategy is to prevent accidental sends by using delay delivery and undo send features. Practice these steps, and you will be a pro at managing your Outlook emails.
One last tip: always test the recall feature with a non-important email first. Send an email to a colleague and try to recall it. This will help you understand the process and its limitations. Once you are comfortable, you can use it confidently when needed. Remember, the recall is a tool, not a guarantee. Use it wisely.
We hope this guide has been helpful. If you have any other questions about Outlook features, feel free to search for more articles. Happy emailing!