Many of you use Microsoft Outlook for work. And it may happen that you want to call back an email that is incomplete or contains errors. A feature available under certain conditions. Explanations.
Spelling mistakes, forgetting an attachment, wrong recipients, lack of clarity … There are many reasons that can push you to cancel sending an email. Especially if you are using the professional version of Microsoft Outlook e-mail. An e-mail full of errors could indeed harm you in the course of work. Fortunately, it is possible to recall an email after having sent it. You can even replace it with a replacement mail.
Note, however, that this feature is not available automatically. First, the sender and recipient must each have a Microsoft 365 or Microsoft Exchange account from the same organization. In other words, the reminder will only work with your collaborators. Second, recalling an email is impossible if your recipient has already opened the message. Finally, the Azure Information Protection system may also not allow you to proceed with the recall.
With these details done, here’s how to recall (and replace) an email in Outlook.
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Outlook: tutorial to recall an email
- Go to the Sent Items section.
- Then enter the email you want to call back by double-clicking on it.
- Select the Message tab then click Actions> Recall this message.
- If you have the lightened ribbon, enter the Message tab and then go to Other commands (the three small dots). From the drop-down menu, click Actions> Recall this message.
- Finally tick the box “Delete unread copies of this mail” then press Ok.
- If you want to replace the recalled mail with another one, check “Delete unread copies and replace them with a new mail”.
- You will then just have to write a new one and send it.
Note that it is possible to check the box “Notify me if the reminder was successful or unsuccessful for each recipient” to find out if the manipulation worked. Anyway, your recipient will be automatically informed that you have recalled the email. In the event that the functionality “Automatically process meeting requests and responses to meeting requests and surveys” is deactivated at your correspondent: the reminder is inoperative if it is the original mail which is read before the new mail.
Additionally, if the recalled email and the alternate email are in two separate folders, the recipient will be able to read both. Finally, if your mail was forwarded to a public folder and marked as read, the reminder will not work either.