We all know what it feels like to click on a "Submit" email just to find out there is an embarrassing mistake in it. Or worse, you mistakenly pressed "Reply All" and sent your embarrassing mistake to the entire office. Before you flinch at the thought of what you did, we have some good news for you: Many e-mail clients give people the ability to remember e-mails after they were sent.
This guide tells you exactly how to retrieve an email in Outlook, Microsoft's popular email service. If you use Outlook to manage your emails, read the step-by-step process below to remove those emails from the edge.
Steps to Retrieve Outlook Emails
Step 2: Check the top window and make sure you are in the Message tab. Then look for the "Actions" drop-down menu. It should be in addition to the e-mail options "Rules" and "Move" in your taskbar.
Step 3: Click "Actions" from "Recall This Message."
Note: You need an Exchange account for this option to be available. Also, note that certain administrators may block this option, depending on your organization.
Step 4: You should now see the callback window, where you can simply delete the unread copies of the message Replace the copy with a new message containing the correct information. You also have the option of receiving a report as to whether the callback succeeds or fails, on a recipient basis. Choose your situation and choose "OK".
If you have deleted the message, congratulations – you have just stopped reading this embarrassing email. If you want to replace it, continue.
Step 5: When you create a replacement message, Outlook will lead you to a new message display. Just select "Send" when you are ready to start the callback process.
Note: When you send a callback message, your old email is not deleted exactly. We'll talk a little bit more about this is the following section, but to make the original message disappear, the recipient may need to open the callback message first. For this reason, it is recommended to include "URGENT" or something similar in the title of your callback message to make sure it opens before the other email.
Why Email Recall Does Not Always Work
Starting the recall process does not mean that it works as you intended. With today's Internet speeds (except you live in a dead zone), this erroneous email is probably already waiting in someone's inbox, causing a series of problems. Here are the factors that can ruin your recall – or at least make it more complicated.
- Opening Messages: When a recipient opens their email, they basically can not remember. The recipient can still receive the callback message and note that you really want to delete the first email, but it will still remain in your Outlook system. When this email is opened, all bets are disabled. That is one reason why it is important to act quickly.
- Forwarding to other folders: If your first message has a filter enabled and has been redirected to a folder that is not the Inbox, your callback will fail. The bottom line is that the callback option can only affect emails that remain in the Inbox. If the first message is waiting elsewhere, it will not be deleted.
- Public Folders: Public folders can complicate matters, because if someone reads your first e-mail, the callback fails. It does not matter which recipient or login account marks the email as read, it is still too late.
- Additional Email Apps: The callback feature is designed to work with Outlook. For example, if you send to someone using Gmail, you can not expect the callback option to work.
- Mobile Apps: If you use Exchange ActiveSync settings for Outlook on mobile devices, then the callback option may not work either. This happens because the system tries to synchronize different versions of Outlook while it is synchronizing, and it can not complete the process, especially if your mobile device is offline.
We know that there are many pitfalls for this handy device small feature. The solution for this potential Snafus? If your recalls do not work, we have two ideas for you to improve the scenario:
Solution 1: Apologize. Aside from checking your emails again before sending them, this is the simplest solution to the problem. If you have mistakenly sent an e-mail to the wrong person / people and it was not too outrageous, it's often better to save your time and make a quick "oops" apology. This works for most people and you can stop worrying about it.
Solution 2: Delay your emails. If you're dealing with email butterfingers or are always busy answering and relaying more sensitive types of information, consider moving your emails. You can do this for all e-mails by going to " File " Managing Rules and Alerts "Dialing and selecting New Rule " Blank Rule "and skip conditions so that all e-mails are covered. Then, in step 1, select " Delivery Delay by a few minutes ". If you delay it by a few minutes, you can retrieve messages much more effectively if mistakes are made.
If the whole process has pissed you off on the Outlook e-mail client, you could always use a disposable address.