How to Recall an Email in Outlook: Easy Steps You Must Know

Sending an email is one of the easiest jobs in the world, but did you know that you can also recall a sent email? Just imagine you are sending an email to the client, and you see a typo right after you have hit the sent button. It would be quite frustrating if you knew the errors you have made in the email, but it’s too late to fix those errors. Luckily, there is a way to recall the sent email, provided that your recipient has not opened it yet. In this blog, we will explore How to Recall an Email in Outlook-

However, let us go over the basics first-

What Is Email?

Email is the popular shorthand for electronic mail. It is one of the most popular conventional methods that leverages electronic devices to send messages across the internet. Email comprises both the delivery systems and individual messages that are received and sent. Emails have been around since the 1970s, when the developer Ray Tomlinson established a way to transfer messages between various computer platforms on the ARPANET, i.e., Advanced Research Projects Agency Network. Common email platforms include Outlook, Gmail, ProtonMail, Zoho Mail, Yahoo! Mail, etc.

What is Outlook?

Outlook is a type of popular email client software available for public use today. Created by Microsoft, it is a type of Microsoft suite and is available for users of Windows and other platforms. Outlook enables you to easily manage calendars, email, tasks, and contacts. Users can leverage Outlook both using the web version and downloading the tool on their smartphones or tablets. It is also a predominant email client used in work or school environments.

Now, let us come back to our main topic.

Why Do We Need to Recall an Email in Outlook?

There are a variety of reasons for recalling an email in Outlook. The main reasons are mentioned as follows:

• You can recall an email if you send it to the wrong recipient. For example, if you have added the wrong person in the BCC, you can easily recall the email. After that, you can recheck the recipient list and send the email again.
• While writing an email, it is always possible to make a mistake or a typo. You should recall the email and send it to the right person.
• Moreover, while writing an email, you can include sensitive details by mistake. This can lead to serious cybersecurity incidents, data breaches, or phishing attacks.

How to Recall an Email in Outlook (Classic Outlook)

If you are going with the desktop version of Outlook for Windows, you can execute the following steps to recall a sent email:

Step 1: Choose Message

• The first step is opening your Outlook folder.
• After that, proceed to the sent folder.

Step 2: Open the Dropdown options for actions

• Once you have identified the email you want to recall, double-tap on it.
• An action dropdown will appear on the screen. From the range of options, choose and click on the message titled “Recall This Message.”
• Alternatively, you can also right-click on the sent email. Then, proceed and click on the option “Actions.” After that, press “Recall.”

Step 3: Select the Type of Recall

• A “Recall This Message” prompt will appear on the screen. Here, you must select the type of recall you want to go forward with.
• You have two options: you can completely recall the email from the recipient’s system. Alternatively, you can also choose to move the folder to the recipient’s folder “Deleted Items” and replace the old email with a new email.
• If you want to completely recall the message, choose the option “Delete unread copies of the message.”
• For the latter option, you can click on “Delete unread copies and replace with a new message.”
• To be updated, you can also select the option “Tell me if recall succeeds or fails for each recipient.”

Step 4: Give Confirmation

Find and select the option “Ok” to provide confirmation that you wish to recall the message.

How to Recall an Email in Outlook? (New Outlook)

If you are using the newest version of Outlook on the Windows desktop or on the web, you can implement the below-mentioned steps to recall the sent email:

Step 1: Choose Your Message

• On the left side of the screen, you will see the option “Sent Items.” Click on it.

Step 2: Choose “Recall.”

• Find the email you want to recall from the recipients, and double-click on it.
• A separate window will open, and you will see your email.
• Choose the ribbon option in the top right corner.
• A drop-down will appear on the screen. Choose the button “Recall the Message.”

Step 3: Confirm “Recall.”

• A dialog box will appear on the screen asking you to confirm your message. Choose the option “Recall Message.”
• Then, click on “Ok” to go ahead with the recall.

Step 4: Check the “Message Call Report.”

• After starting the recall, you will automatically receive the “Message Call Report” in your message.
• It might only take a few seconds for the report to appear in your inbox.

• You can choose to open the report and select the hyperlink to see the report. You will see whether the message is pending, failed, or has succeeded. 

Are There Any Third-Party Tools to Recall a Sent Mail?

No matter how careful you are, mistakes are bound to happen when you are writing an email. However, in professional circles, you will be dealing with a lot of sensitive data. Here, mistakes are inevitable and can lead to reputational damage and fines. Thus, to revoke sensitive emails to wrong recipients or to rectify mistakes in the email, you can consider adopting a third-party solution. The main tools available in the market to recall a sent mail in Outlook include Mailock, Boomerang, SendLater, and Polymail (for Mac users).

Conclusion

Outlook is one of the most popular email client software used in corporate and personal spaces. It provides the option to undo sent emails to save you from security incidents, embarrassment, or reputational damage. The blog explores how to recall an email in Outlook and the key steps you can follow to recall a sent email. Irrespective of whether you are using a new or older version of Outlook, you can successfully follow these steps to recall a sent email. Keep in mind that timing is very important. You must undo the sent email as soon as possible before the recipient opens it. There are built-in options as well as third-party tools to help you recall your sent mails.

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