There are times when you accidentally send an Outlook email that you didn’t want to. You might have sent the email to the wrong recipient or have forgotten to provide a necessary attachment. Besides, you might have committed some embarrassing typos in it, which is why recalling an email is quite essential.
No matter whatever the reason is, you still want to recall the email back, isn’t it? Thankfully, if you use Outlook 2016 version, you can recall back the mail quickly even before the recipient views it. So, follow these steps to successfully call back your mails.
Conditions for Recalling Emails in Outlook 2016
To successfully perform email recall action on Outlook, certain requirements have to be met by the user. These are listed as follows:
- Both your and your recipient’s email service provider should use the Microsoft Exchange Server.
- Email recall will work only when you have sent it within the same organization. Moreover, your recipient must also be using the Outlook application or Office 365.
- You can successfully recall the email only if the recipients have not yet opened and viewed the mail.
Note: If your recipient have viewed the email already, then you cannot recall it back.
Learn How to Recall an Email in Outlook 2016
The Outlook 2016 version is loaded with many user-friendly features. One of these is the ‘Email Recall’ option. This feature allows you to quickly withdraw emails that you might have sent accidentally. So, next time when you wrongly send an email, follow these steps to recall your emails promptly:
At first, click on the ‘Sent Mail’ option. Alternately, you can click on any other folder where your outgoing emails are stored. Now, click and choose the email which you wish to recall. When you double-click on it, the email will open in a new window.
After this, click on the ‘Message’ tab. From there, select the ‘Move’ option. Thereafter, from the drop-down list click on ‘Actions’.
Now comes the most crucial step. Click on the ‘Recall this message’ option. When you choose this option, a new window will appear on your screen. You will find two particular options here:
- Delete unread copies of this message.
- Delete unread copies and replace with a new message.
If you simply want to recall back the email, then choose the first option. But, if you wish to make some modifications in the email, then click the second option. You can also replace the existing mail with a new one by choosing the second option.
Note: If you don’t find the ‘Recall this message’ option, then you probably aren’t using a Microsoft Exchange account.
How to Recall an Email in Office 365 Outlook 2016?
In case you’re using Office 365 in Outlook and need to recall an email, then do not worry. We have got you covered even if it sent accidentally. Office 365 provides a very useful ‘Undo send’ feature to its users. This feature will help you to successfully retract your email back within 30 seconds after you’ve sent it.
Enable ‘Undo Send’ Option
But, to use it you must first activate or enable this feature. Here’s how you can turn on this feature on Office 365:
At first, log in to your Office 365 account. Now, locate the ‘Settings’ gear icon at the top right-hand corner of the screen and click on it. Thereafter, keep scrolling downwards on the Settings page until you get the ‘Your app settings’ option. Click on it.
After this, choose the ‘Mail’ option. Now, the ‘Options’ page will come up on your screen. So, click on ‘Mail’ once again and from the drop-down list, choose ‘Undo Send’.
When you click on the ‘Undo Send’ option, you will be directed to its menu. In this menu, click on the ‘Let me cancel messages I’ve sent for’. Then, select the time frame within which you wish to recall an email back.
Once you have completed all the steps, click on ‘Save’ to register the new changes. Now, you will be able to recall emails in Office 365.
How to Use ‘Undo Send’ in Office 2016?
Now, that you have enabled the ‘Undo Send’ button, you need to know how you can use it to call back messages. So, follow these steps to undo an accidentally sent email:
After you send an email accidentally, look at the top-right- corner of the screen. You will find a progress bar that is moving into action. This bar will keep moving for the time that you allotted to undo send an email while enabling the feature. If you have selected 30 seconds, then the progress will appear for that time duration.
Simply click on the ‘Undo’ button. The email that you just recalled will appear in a new window. Here you can either modify the mail or cancel it permanently.
Remember that you will get just one chance to recall your email. Whereas, to resend it with the necessary changes, you won’t get the ‘Undo Send’ option again.
To sum up, it is quite common to accidentally send emails that you didn’t intend to. However, if you’ve been wanting to recall an email in Outlook 2016, we’ve got the answer for you. So, simply go through the steps discussed above.