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How to Recall an Email in Outlook?
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According to Microsoft Support, recalling an email in Outlook allows users to retrieve a sent message from recipients' mailboxes before it's opened, a feature available for Microsoft 365 or Microsoft Exchange email accounts within the same organization.

 

Step #1: Locate the Email in Your Sent Items Folder

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Here's a concise guide on how to recall an email in Outlook, focusing on the first step of locating the email in your Sent Items folder:
  • Open Microsoft Outlook and navigate to the "Sent Items" folder
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  • Locate the email message you want to recall
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  • Double-click the message to open it in a new window
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It's important to act quickly when recalling an email, as the process is only effective for unread messages
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Remember that this feature is available for Microsoft 365 or Microsoft Exchange email accounts within the same organization
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Step #2: Access the Recall Feature

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Here's a concise guide on how to access the recall feature in Outlook:
  • In the open email window, click on the "File" menu at the top left
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  • Select "Info" from the options presented
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  • Click on "Message Resend and Recall"
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  • Choose "Recall This Message" from the dropdown menu
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This process allows you to initiate the recall of your sent email. It's important to note that this feature is only available if both you and the recipient have a Microsoft 365 or Microsoft Exchange email account in the same organization
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Messages sent to or from external email services like Gmail or Hotmail cannot be recalled using this method
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Step #3: Choose Recall Options

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When recalling an email in Outlook, you'll be presented with two options for handling the recall. Here's a breakdown of these options and their implications:
  • Delete unread copies of this message:
    • Attempts to remove the original email from recipients' inboxes if unread
    • Does not send a replacement message
    • Ideal for quickly removing a mistakenly sent email
  • Delete unread copies and replace with a new message:
    • Removes the original unread email from recipients' inboxes
    • Allows you to compose and send a corrected version
    • Useful for fixing errors or adding missing information
  • Additional considerations:
    • Select "Tell me if recall succeeds or fails for each recipient" to receive notifications about the recall status
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    • Recall only works for unread messages, so act quickly after sending the original email
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    • Success depends on various factors, including recipient's Outlook settings and whether they've already read the message
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Remember that email recall is only possible within the same organization using Microsoft 365 or Microsoft Exchange accounts
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Step #4: Confirm and Monitor Recall

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After selecting your recall options, the final step is to confirm and initiate the recall process. Here's what you need to know:
  • Check the box "Tell me if recall succeeds or fails for each recipient" to receive status notifications.
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  • Click "OK" to start the recall process.
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  • You'll receive a Message Recall Report in your inbox shortly after, usually within 30 seconds.
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  • Select the "View Message Recall Report" link in the notification to see the recall status in your web browser.
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  • Recall actions are typically quick, but can take up to 24 hours in some cases.
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  • Status updates may take up to 5 minutes for messages with a few hundred recipients, or up to 30 minutes for thousands of recipients.
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Remember that recall success depends on various factors, including whether the recipient has already read the message and their Outlook settings.
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