What is how to recall an email in outlook?

To recall an email in Outlook, you can follow these steps, but keep in mind that recall success isn't guaranteed. Several factors can affect whether or not you can successfully recall an email:

1. Conditions for Successful Recall:

   • Sender and Recipient Must Be on the Same Microsoft Exchange Server: The easiest way to recall an email is when both sender and recipient are on the same Microsoft Exchange server or Microsoft 365 within the same organization.
   • Recipient Must Be Using Outlook: The recall feature works best when the recipient is also using Outlook.
   • Recipient Has Not Yet Opened the Email: This is the most critical factor. If the recipient has already opened the email, the recall attempt will almost certainly fail.
   • Public Folders: If the email was sent to a public folder, the recall likely won't work reliably.

2. Steps to Recall an Email in Outlook (Desktop Version):

   • Go to the "Sent Items" Folder: Navigate to your "Sent Items" folder in Outlook.
   • Open the Email You Want to Recall: Double-click the email you wish to recall to open it in a separate window.
   • Find the "Message" Tab: In the opened email window, look for the "Message" tab (it might be labeled differently depending on your Outlook version).
   • Actions > Recall This Message: Within the "Message" tab, find the "Actions" group, then select "Actions" > "Recall This Message...". If you don't see "Actions," look for three dots icon (More Actions) and select "Recall This Message..." from that menu.
   • Choose Recall Options: A dialog box will appear. You'll have two options:
     • Delete Unread Copies of This Message: This attempts to delete the message from the recipient's inbox if they haven't opened it.
     • Delete Unread Copies and Replace with a New Message: This allows you to replace the original message with a corrected version.
   • Tell Me If Recall Succeeds or Fails for Each Recipient: Check this box to receive a notification indicating whether the recall was successful or not for each recipient.
   • Click "OK": Click "OK" to initiate the recall process.

3. What Happens When You Recall?

   • Successful Recall: If the conditions are met and the recall is successful, the original email is removed from the recipient's inbox. If you chose to replace it, the new email is sent.
   • Failed Recall: If the recall fails (e.g., the recipient has already opened the email), the recipient will receive a message stating that you attempted to recall the email.

4. Recall Limitations and Alternatives:

   • Outlook Web App (OWA): The recall feature may not be available or function the same way in the Outlook Web App (browser version) as it does in the desktop version.
   • Consider Sending a Follow-Up Email: If you can't recall the email, consider sending a follow-up email explaining the error or providing the correct information.

Here are the links to important concepts:

• Microsoft Exchange Server
• Sent Items Folder
• Recall This Message