We’ve all done it at one time, pressed send and then checked only to notice something wrong about the email; wrong file attached, wrong subject line, and even sent to the wrong person!
Fortunately enough for us, Outlook has a tool that lets us recall that email, but unfortunately, many people do not fully understand exactly how this feature works or what type of conditions need to be met to use the email recall feature.
This guide will explain what to do in the event an email cannot be recalled (so that you’re prepared); then discuss how to use the Outlook Recall Tool.
When email recall actually works
Outlook recall isn’t magic. It only works if both you and the recipient are using Microsoft Exchange or Microsoft 365, you’re in the same organization, like a company or college network and lastly, if the recipient hasn’t opened the email yet.
If you’re using POP or IMAP accounts like Gmail linked to Outlook, this feature won’t work.
Step-by-step: How to recall an email in Outlook
Now, if you have met all the above-mentioned conditions, let me tell you how to recall your email.
Step 1: Open Outlook and go to Sent Items
Step 2: Find the email you want to recall and double-click to open it fully
Step 3: Click on File in the top menu
Step 4: Select Info
Step 6: Click on Resend or Recall
Step 7: Choose Recall This Message
Step 8: Pick one option:
- Delete unread copies of this message
- Delete unread copies and replace with a new message
Step 9: Tick Tell me if the recall succeeds or fails for each recipient
Step 10: Click OK
If you choose to replace the message, Outlook will open the original email again so you can edit it and resend.
So, now if the recipient hasn’t seen your email, then Outlook will attempt to remove it from their inbox. If you use the replace option, they’ll get an updated version.
But, if they’ve already opened the email, however, the recall won’t be successful; they will still have received the original message and may have also received an email stating that you tried to recall it.
When Email Recall Won’t Work
A lot of people assume recall works like ‘unsend’ on chat apps. No, it doesn’t.
It won’t work if:
- The recipient is outside your organization
- They’re using a different email service
- They’ve already read the email
- The message was moved automatically by rules or filters
Also, recall behaves differently depending on the recipient’s Outlook settings. So even in the best-case scenario, it’s not always guaranteed.
History of the Email Recall Feature
The email recall feature has been a staple of the Microsoft ecosystem for decades, tracing its origins back to the early versions of Microsoft Exchange Server and Outlook 97.
It was designed during an era when most digital communication stayed within a company’s internal private network (the “Intranet”). Because the server had total control over every mailbox in the building, it could “reach in” and grab a message back.
As the world moved toward cloud computing and external emails became the norm, the feature became less reliable, leading to the “Recall” we know today, a tool that is incredibly helpful when it works, but often serves as a polite notification to your colleague that you made a mistake.
Also Read: How to Remove Your Gmail from Unwanted Websites: A Step-by-Step Guide
