Summary: In this Article, you’ll get to read about —
Microsoft says if you and your recipients are all on Microsoft Exchange or Microsoft 365 and in the same organization then, you’ve the following advantages over standard Outlook account users—
Out of them, the first two are self-understood but in regard to message recall, let us tell you that with this feature you’re provided a facility that an email message that you’ve sent is retrieved or taken back from the inbox folder of the recipients who haven’t yet opened the same.
Not only that, you can also substitute a replacement message which is ideal in many situations. For instance, if you forgot to include important information/ an attachment in a message, sent it to the wrong address, find out any typo-error, forgotten to (B) CC someone, or mistakenly hit the ‘Reply All’ button on a private email—then you can recall that message and as a replacement of the original one, send another message with all the required modifications.
Read This Also: Unable to Send Emails from MS Outlook? Do This Right Away
So, there’s no doubt in saying that the ability to unsend or replace an email is one of the best advancements in digital mailing which Microsoft Outlook offers through its recall/replace feature.
However, it is worth noting that you can only recall/replace an email message that you’ve sent if you and your recipients use Microsoft Outlook on the collaborative communications server, i.e., Microsoft Exchange Server. Also remember, if your account is a MAPI or POP account, recall won’t work in your case.
So, keep these two conditions in mind before you give this feature of Microsoft Outlook a try!
Now, as enough has been discussed regarding the ‘Recall or Replace This Message’ feature of Microsoft Outlook, let us straightaway explain to you the process of how it works / how you can implement the same!
That said, let’s get started without wasting any further second—
These are the steps to follow when you want to undo a sent email with “Recall This Message” feature of Microsoft Outlook—
[Note: These steps work for various versions of Outlook such as Outlook 2010, 2013, and 2016.] |
Alternatively, if you’ve the “Simplified Ribbon” then, right after selecting the ‘Message Tab,’ you need to select ‘More commands (…)’and then, ‘Actions’ drop-down to select the ‘Recall This Message’ option.
ALT+TAG: Select ‘More commands (…)’and then, ‘Actions’ drop-down to select the ‘Recall This Message’ option.
[NOTE: If you’re not able to see the “Recall This Message” option then, these are the possible reasons why—
From these, make sure to select either ‘Delete Unread Copies of This Message’ or ‘Delete unread copies and replace with a new message.’ Basically, you can select whichever option you prefer.
Now, it is important to ask whether you’ve selected this ‘Delete Unread Copies of This Message’ or this ‘Delete unread copies and replace with a new message’ option because if you opted for the latter i.e., to “replace with a new message” then, you must have to compose a new message.
To replace an email in Outlook you need to compose a replacement message before clicking ‘Send.’ However, if you’re confused, you can look at the below-given steps from start to finish to ‘learn how to replace emails in Outlook’—
[NOTE: The success or failure of a message recall depends on the recipients’ settings in Outlook and to learn more about the same or simply to check on the recall, you can read more @ https://support.microsoft.com/en-us/office/recall-or-replace-an-email-message-that-you-sent-35027f88-d655-4554-b4f8-6c0729a723a0]
So, hopefully with these simple steps, now you know exactly how you can undo a sent email in Microsoft Outlook.
[NOTE: If you’re waiting to learn next about how to recall email in Outlook Mac then, unfortunately as written on Microsoft support page, note that there’s yet no recall feature available to ‘undo’ sent email messages in any version of Outlook for Mac.]
Nevertheless, even with an ‘undo send’ feature enabled, you can still miss the opportunity to retract/retrieve your sent email. Yes! Though, recalling/replacing an email is quite a simple process, it won’t always work the way you think. Wondering why? Then, read below to know the reasons!
Albeit, there are various different factors that will create hurdle during your attempts to recall an email but, mainly the following four factors add complications or thwart your efforts of recalling Outlook emails—
In short, your attempts may get affected by such factors you can’t control and thus, it’s always better to take precautions in advance than being sorry later.
You can consider these two below-discussed steps to prevent sending such emails that you need to “Unsend” using ‘Recall This Message’ feature of Microsoft Outlook—
Step 1: On the first basis, double-check your emails to ensure they’re composed rightly and sent to the correct recipient.
Even after that, if you’ve made a mistake where you happen to accidentally email the wrong recipient or group of recipients and want to use a recall or replace feature, but the same won’t work in your case then, you can type out an apologetic email instead.
It’s because an honest apology usually goes over well, helps you all to move on and may even build trustworthy relationships with the recipients.
Step 2: Secondly, what you can do is delay your emails, so they don’t send immediately to your selected recipients. To set this feature for all your Outlook emails, you need to follow these simple instructions:
That’s all! Hope you now have understood everything related to ‘Recall/Replace This Message’ feature of Microsoft Outlook and also how you can use it to “undo,” “unsend,” “take-back” or “retrieve” (wrong) emails from your recipient’s inbox that you’ve sent by mistake or while in a hurry!
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