recall a message in outlook

3 min read 16-01-2025

Meta Description: Learn how to recall a mistakenly sent email in Outlook! This comprehensive guide provides step-by-step instructions for different Outlook versions, troubleshooting tips, and what to do if recall fails. Quickly and easily retract your email before it's read.

Introduction:

Sent an email too soon? Worried about a typo, a misplaced attachment, or sending it to the wrong person? Don't panic! Outlook offers a recall feature that can save you from potential embarrassment or even damaging consequences. This guide will walk you through how to recall a message in Outlook, regardless of whether you're using the desktop app, Outlook on the web (OWA), or a mobile app. Recalling a message in Outlook is a valuable skill for anyone who uses email regularly.

Recalling a Message in Outlook Desktop App (Windows and Mac)

The process for recalling a message in the Outlook desktop app is similar across Windows and Mac versions. Here's how:

1. Locate the Sent Message: Open your Sent Items folder to find the email you want to recall.

2. Right-Click and Select "Recall This Message": Right-click on the email and select "Recall This Message..." from the context menu. This option won't always be available; see the troubleshooting section below for why.

3. Choose Your Recall Options: A dialog box will appear, giving you two choices:

Delete unread copies of this message: This option removes the message from the recipient's inbox if they haven't yet opened it.
Delete unread copies and replace with a new message: This option allows you to send a replacement email explaining the error. This is often the preferred option, allowing you to provide a corrected version.

4. Click "Send": Once you've selected your preferred option, click "Send" to initiate the recall process.

5. Confirmation: Outlook will try to recall the message. You'll receive a confirmation message indicating the success or failure of the recall attempt. Note that success depends on several factors, including whether the recipient has already opened the email.

Recalling a Message in Outlook on the Web (OWA)

The process for recalling emails in Outlook on the web (OWA) is slightly different:

1. Find the Sent Message: Navigate to your Sent Items folder.

2. Open the Message: Open the email you wish to recall.

3. Look for Recall Options: Unfortunately, OWA lacks a dedicated "recall" button like the desktop app. Your best option is to quickly reply to the recipient, apologizing for the error and requesting that they delete the original email. This won't technically recall the message, but it's your best chance of preventing it from being read.

Recalling a Message on Outlook Mobile Apps (iOS and Android)

Unfortunately, the message recall feature is generally not available on Outlook mobile apps. If you need to recall a message sent from your mobile device, your best course of action is similar to OWA: send a quick follow-up email asking the recipient to delete the original.

Why Can't I Recall My Message? Troubleshooting

There are several reasons why Outlook's recall feature might fail:

Recipient has already read the message: Once a recipient opens the email, the recall will usually fail.
Message is encrypted or digitally signed: Security measures like encryption can prevent recall.
Email account settings: Your email server settings might prevent message recall.
Outlook Version: The recall function is not available in older Outlook versions.
Exchange Server: The functionality relies on the recipient also using an Exchange Server.

What to Do if Recall Fails

If your recall attempt is unsuccessful, immediately send a follow-up email to the recipient. Clearly state that the previous email was sent in error, apologize for the inconvenience, and request that they delete the original message. Explain the reason for the recall (wrong recipient, typo, etc.) and ensure they understand that the original message should be ignored.

Preventing Future Recall Situations

Proofread carefully: Take your time to review your emails before hitting send.
Use the "Bcc" field: For sensitive information or large group emails, use the "Bcc" field to avoid exposing recipients' email addresses to each other.
Double-check recipients: Always verify the recipient's email address before sending.
Use a delay send feature: If available in your Outlook settings, schedule emails to send later, giving you time to review them again.

Conclusion

Recalling a message in Outlook is a helpful tool, but its success is not guaranteed. Understanding the limitations of the recall function and having a backup plan are essential. By following these steps and understanding the potential challenges, you can significantly reduce the risk of sending emails that you later regret. Remember, proactive measures like proofreading and double-checking recipients are always the best way to prevent recall situations entirely. Knowing how to recall a message in Outlook provides peace of mind and helps maintain professional communication.