If the user has a plugin that automatically schedules meetings and adds them to a task list, that plugin accesses the email and schedules the meeting, and the recall attempt fails. For example, if you send a message with a meeting date and time in it, and you want to recall it because the date and time are incorrect, that’s fine. This includes any time where the user has an automatic system to process certain emails. It cannot access any other folders, whether it’s a spam folder, a junk folder, a custom folder, or anything else.įourth, if the recipient reads the message first, the original can’t be recalled. Outlook is only able to recall messages from the inbox. Third, if the recipient has a rule or filter in place to move your message out of their inbox, the recall will fail.
Even if they’re on the same system in your organization, if they use something other than Outlook to access their email, you won’t be able to recall the message. Secondly, the recall only works if the user is using Outlook. Likewise, if you’re a mail system other than Exchange, Outlook’s recall attempt will fail. Even if you’re sending it to another user running the same Outlook version, if they’re not on your local network processed by your local email server, you can’t recall the message. As soon as your message hits an external mail server, you’re out of luck. Wait, what? “If” it’s successful? Alright, well, let’s talk about the problems with Outlook’s recall system.įirst of all, the recall only works if the recipient is on the same Microsoft Exchange system you’re on. You can choose which option you want to use in the dialog box, and choose whether or not to get a notification if the recall was successful. Under Actions, click Recall This Message. You’ll need to open the message you sent, then look at the Message tab. To actually use the feature, in Outlook, you need to look in your Sent Items section of the Folder pane. The second option is preferable if you’re just fixing some typos or changing an attachment. The first option is good if you sent the wrong message to the wrong person. The second is to replace the message with something else. The first is to delete the message entirely, as if it was never sent. When you send a message, you can then issue a recall, with two possible options. They’re very limited and probably don’t actually do what you think they do. Pretty much every version of Outlook from at least 2003 and on has an email recall functionality, and they all work the same way. If email recall is impossible, how can it exist? To answer that question, let’s look at how Outlook’s email recall system actually works. So how do email recall systems work? They exist, Outlook and Gmail both have them and you can get plugins that add them. Someone with total control over the email server can’t even edit it, because they would need to reach into every inbox of every recipient, which would be at best incredibly tedious, and at worst impossible. You can’t edit it, because you can only access your own direct copy of the message.
Once you send a message, the email server receives a copy of it and delivers it to everyone on the recipient list. The metaphor isn’t quite accurate, but it’s a good enough illustration of the point. Most of the time, though, you’re not in a situation where you can retrieve the letter before it’s received. There’s still evidence the message was sent – postal records and such – but the recipient doesn’t read it. In some situations, like say you’re mailing it to your neighbor, you could quickly check their mailbox in the morning before they get a chance to and snatch the delivered message before they read it. There’s no way to halt the delivery of the letter. If you put a letter in your mailbox to be sent when it’s picked up by the postman, you have a bit of time to go get it from the box before it’s picked up. In fact, you can think of it a lot like the actual post. The fact is, the way email works, you have a limited time in which you can recall an email. when you couldn’t sleep and meant to save it as a draft to send it later instead of revealing your crippling insomnia to a prospective workplace HR manager. Maybe you sent a the wrong bill to the wrong client in your list. Maybe you sent it to the wrong name, with the wrong subject line. Maybe you forgot to remove a placeholder. There comes a time in everyone’s life where upon sending an email, you immediately realize something.
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