We all know how it feels to click "Submit" on an email, just to realize you've included an embarrassing mistake in it. Or worse, you accidentally "Reply All" and sent your embarrassing mistakes to the entire office. Before you start cringing at the thought of what you've done, we have some great news for you: Many email clients allow people to recall emails after they have been sent.
In this guide, we will teach you how to recall an email in Outlook, Microsoft's popular email service. If you use Outlook to manage your email, check out the step-by-step process below for an easy way to retrieve these emails from the border.
Removing Outlook Emails
Step 1: Open your Sent Items folder and look for the email you want to recall – it should be at the top on the list. Double-click to open it completely.
Step 2: Check the top of the window and make sure you are in the "Message" tab. Then search for the drop-down menu that says "Actions." It should be next to the "Rules" and "Move" option in your taskbar.
Step 3: Click "Actions" Followed by "Revoke this message."
Note! You need an Exchange account for this option to be available. Also note that some administrators can block this option, depending on your organization.
Step 4: You should now see the recall window that allows you to simply delete the unread copies of the message or Replace copy with a new message containing the correct information. You also get an option to get a report on whether the recall succeeds or fails, by recipient-to-recipient. Make appropriate choices based on your situation and then select "OK".
If you deleted the message, congratulations – you have only saved the embarrassing email from being read. If you want to replace it, continue.
Step 5: If you create a replacement message, Outlook will take you to a new message screen. Just select "Submit" when you're ready to start the recall process.
Note: If you send a recall message, it's not exactly your old email disappears. We'll talk a little more if these are the sections below, but in order to get the original message to disappear, the recipient may need to open the revocation message first. That's why it might be a good idea to put "URGENT" or something similar in the title of your revocation message to make sure it opens before the second email.
Why email calling does not always work
Starting the recall process does not mean it will work as you intended. With today's internet speeds (if you do not live in a dead zone), the incorrect e-mail is likely to be waiting for someone's inbox, which creates a number of problems. Here are the factors that can revoke your revocation – or at least make it more complicated.
- Open Messages: Basically, if a recipient opens your email, you can not undo it. The recipient can still get the recall message and note that you really wanted to delete the first email, but it will still be left in his Outlook system. When this email is opened, all actions are suspended. That's why it's important to act quickly.
- Redirects to other folders: If your first message enabled a filter and redirected to a folder that is not inbox, your recall will fail. The bottom row, the recall option can only affect email messages that are left in your inbox. If the first message is waiting elsewhere, it will not go away.
- Public Folders: Public Folders can make things complicated, because if someone reads your first email, the callback will fail. It does not matter which recipient or login account tags the e-mail as read. It's still too late.
- Additional Email Program: The recall function is designed to work with Outlook. For example, if you send to someone using Gmail, you can not expect the recall option to work.
- Mobile Apps: If you use Exchange ActiveSync settings for Outlook on mobile devices, the recall option might not work either. This happens because the system tries to juggle different versions of Outlook because it is syncing and it can not complete the process, especially if your mobile device is offline.
We know that there are many pitfalls for this practical little feature. The solution to these potential snafus? If your recalls just do not work, we have two ideas for you to improve the scenario:
Solution 1: Enter an apology. Other than making sure you double-check your emails before sending them, this is the easiest solution to the problem. If you mistakenly sent an email to the wrong person / people and it was not that amazing, it's often better to save time and thank you for a quick "oops" apology note. This works for most people and you can stop worrying about it.
Solution 2: Delay Your Emails. If you have a fall of email butterfingers or are always busy responding and forwarding more sensitive types of information, you may want to consider delaying your emails. You can do this for all emails by going to " File ", "selecting" Managing Rules and Alerts "and selecting" New Rule ". "Start from a" Blank Rule "and skip terms so that all email messages are covered. Then, select" "in step 1," Discard delivery with a few minutes . " "If you delay it in minutes, you can revoke messages much more effectively in case of errors.
If the entire process has soured you on your Outlook email client, you can always use a one-time address.