What is how to recall a message in outlook?

Recalling a Message in Outlook

Outlook's message recall feature allows you to attempt to retract an email you've already sent. It's important to understand that success isn't guaranteed. Several factors determine whether a recall is successful.

Here's a breakdown of how it works and what you need to know:

Requirements and Limitations:

• Exchange Account Required: You need to be using an Exchange account (typically a business or organization account) or Microsoft 365 account configured with Exchange. It generally doesn't work with POP or IMAP accounts (like Gmail or Yahoo, unless they are specifically configured with an Exchange server).
• Recipient Must Be on the Same Exchange System: The recipient needs to be within the same organization and using an Exchange account within that organization. Recalling to external email addresses (e.g., Gmail, Yahoo) is usually impossible.
• Recipient Hasn't Read the Message: If the recipient has already opened the email, the recall will likely fail. In this case, you can choose to send a replacement message, but the original will still be in their mailbox.
• Recipient's Outlook is Open: For the recall to work automatically, the recipient's Outlook must be running when the recall attempt is made.
• No Public Folders: Recall doesn't work if the original message was sent to a public folder.
• Mobile Devices: Recalling may not be reliable if the recipient accessed the email on a mobile device before the recall attempt.

How to Recall a Message (Steps):

1. Go to the "Sent Items" folder: Find the email you want to recall.
2. Open the Message: Double-click the message to open it in its own window (not the reading pane).
3. Access the "Actions" Menu:
   • Classic Ribbon: Go to Message tab > Actions > Recall This Message.
   • Simplified Ribbon: You may need to click the three dots (...) to see the Actions option.
4. Choose Your Recall Option:
   • "Delete unread copies of this message": This attempts to delete the message without sending a replacement.
   • "Delete unread copies and replace with a new message": This deletes the original and allows you to compose and send a corrected version.
5. Optional: Notification: Check the box to receive a notification telling you whether the recall was successful or failed.
6. Click "OK".

Potential Outcomes and Their Meanings:

• Success: The message was successfully deleted from the recipient's inbox (provided they hadn't read it yet).
• Failure: The recipient read the message, or the recall failed for other reasons (e.g., different email systems). In this case, the recipient will still have the original message.
• Partial Success: The recall may have worked for some recipients but not others (if you sent it to multiple people).

Important Considerations:

• Time Sensitivity: The sooner you attempt to recall a message, the better your chances of success.
• Professionalism: Consider the impact of attempting to recall a message. It can sometimes draw more attention to your mistake.
• Follow-Up: Even if the recall is successful, consider sending a follow-up message to clarify or apologize, especially if the original message contained sensitive or incorrect information.

Important Subjects:

• Recall%20This%20Message
• Sent%20Items
• Exchange%20Account