by Email providers such as Outlook and Gmail have a handy feature that allows you to edit or recall messages after you’ve sent them, giving you an easy way to correct a typo or quickly amend the original message. But there are some caveats.
Read on to learn how to recall an email in Outlook or Gmail.
When you can’t remember an email
Although recalling a Google or Outlook message is a useful feature, there are some situations where you cannot complete the action. First, you must initiate the recall request before the recipient opens and reads the email message.
Even if they haven’t seen your message, you only have a short time frame to use the feature. The rules differ based on the email service you are using. On Gmail, for example, you can set a 5-, 10-, 20- or 30-second cancellation period.
Certain security settings on the sender’s or recipient’s end can also fail a message recall attempt. Therefore, the safest move is to send an embarrassing email that you may regret in the first place.
How to Recall Messages in Microsoft Outlook
According to Microsoft support, the Outlook recall feature is open to users with a Microsoft Exchange email address. Your workplace or internet service provider may provide you with this email address. Or maybe you have one as a Microsoft Office 365 subscriber.
Assuming you have the feature available, here are the steps to use it on Classic Outlook, New Outlook, Outlook web access and Outlook.com.
Outlook classic
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Select the Items Sent folder, which you can find in the folder pane on the left.
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Double-click to open the message you want to recall.
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For those with Classic Ribbon, follow these steps from the Message tab: select Actions > Recall this Message. For a Simplified Ribbon, start the Message tab and then select More orders > Point of Action > Recall this Message.
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Choose between Delete unread copies of this message or Delete unread copies and replace them with a new messageand then click Okay. You can also ask to receive a message letting you know if the email recall is successful or not.
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If you are resending a message, write a new message and then click Send.
New Outlook
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Go Items Sent folder and double-click the message you want to recall so that it opens in a new window.
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Search for the Recall Message button in the ribbon and then click OK to confirm.
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You will get a Message Recall Report which tells you if the action was successful.
Outlook on the Web (Work or School Account)
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In the left pane, select Items Sent and double click on the email so that it opens in a new window.
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Choose Recall Message and confirm.
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A Message Recall Report will appear in your inbox telling you if the email failed or was successful or pending.
Outlook on the Web (Personal Account)
This feature is not available for personal accounts ending in @live.com, @hotmail.com, @outlook.com or @msn.com. Instead, you can delay sending messages for up to 10 seconds. Turn that feature on by:
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Clicking Settings > Mail > Compose and reply.
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Go Cancel address and choose how long you want to delay the email.
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Click Save.
If you try to recall an email that a recipient – even if it’s the wrong person – has already read, they’ll get a second message letting them know you’re revoking. And they will still have the original email too.
If you only edit your first email, the revised version and the original version will remain in the recipient’s inbox.
Remembering emails in Gmail
Microsoft Exchange is not the only email client that has a revocation option. Gmail can also recall an email – but this will appear under the “unsend” or “unsend” label. The recall process is only available for a very short time after your email reaches the recipient’s inbox, so you need to decide to do it quickly.
If you realize you’ve sent an email by accident or sent it out to the wrong person, you have a short time to cancel it. According to Google support, once you’ve sent a message, you can withdraw it by following these steps:
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In the bottom left, you will see Message sent and the choice to Cancel or See the message.
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Click Cancel.
Gmail has a limited amount of time to recall
Gmail also allows you to change the amount of time available for sending email, up to 30 seconds.
On your computer, go to Gmail.
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In the top right, click Settings > View all settings.
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Next to Cancel address, select a Send cancellation period of 5, 10, 20 or 30 seconds.
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At the bottom, click Save the changes.
Now That’s Interesting
Why would you even need to recall an email in Outlook or Gmail? Maybe you sent it to the wrong person or found a typo after sending the message. If your recall attempt fails, perhaps a sincere email of apology is in order. Even if your email doesn’t really need it, an explanation can go a long way.
Original article: How to Recall an Email in Outlook or Gmail
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