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Outlook - Recall or replace an e-mail you sent Tutorial

In this video, you will learn how to recall or replace an email you have sent using Microsoft 365. The video covers the steps to retrieve a message and delete it from the recipients' message list if they haven't read it yet.
You can also replace the message if you forgot to include an attachment.
This feature is available under certain conditions, such as the recipient having an Exchange account in the same organization and not having received or opened the message.
To recall a message, open it in a new window by double-clicking on it in the Sent items folder.
Then, go to the Actions tab in the ribbon and click on "Recall This Message." In the window that appears, choose to delete unread copies of the message or delete unread copies and replace with a new message.
Finally, send the replacement message and check the box to see if the recall was successful or not for each recipient.
This tutorial will help you effectively manage your sent emails and avoid any mistakes or regrets.

1:25
5476 views

Available in Microsoft365

Description

Objectifs :

This document aims to provide a comprehensive guide on how to recall a sent message in an email application, detailing the necessary conditions, steps to execute the recall, and the expected outcomes.

Chapitres :

Introduction
In today's fast-paced communication environment, it's common to send messages that we later regret or realize contain errors. Fortunately, many email applications offer a message recall feature that allows users to retrieve and delete messages that have not yet been read by the recipient. This guide will walk you through the process of recalling a message, the conditions that must be met for the recall to be successful, and what to expect after attempting a recall.
Conditions for Message Recall
Before attempting to recall a message, ensure the following conditions are met: - The recipient must have an Exchange account within the same organization. - The recipient must not have received or opened the message.
Steps to Recall a Message
To successfully recall a message, follow these steps: 1. Navigate to your Sent Items folder and locate the message you wish to recall. 2. Double-click on the message to open it in a new window. Note that simply selecting the message in the reading pane will not allow you to access the recall option. 3. In the open mail ribbon, select 'Actions'. 4. Click on 'Recall This Message'. 5. A new window will appear. Choose one of the following options: - 'Delete unread copies of this message'. - 'Delete unread copies and replace with a new message'. 6. Click 'OK' to confirm your choice. 7. If you opted to send a replacement message, compose it and send it as usual.
Checking Recall Status
After initiating the recall, it is important to verify whether the operation was successful or failed for each recipient. You will receive a notification message indicating the result of the recall attempt. This feedback will help you understand if the message was successfully deleted or if the recipient has already read it.
Conclusion
Recalling a message can be a valuable tool in managing email communications effectively. By understanding the conditions and following the outlined steps, you can minimize the impact of sending unintended messages. Always remember to check the status of your recall to ensure that your communication remains clear and professional.

FAQ :

What is a message recall?

A message recall is a feature that allows you to retrieve a sent message and delete it from the recipients' inboxes if they have not yet opened it.

What conditions must be met for a message recall to work?

For a message recall to work, the recipient must have an Exchange account within the same organization, and they must not have received or opened the message.

How do I recall a message in my email client?

To recall a message, open the message from your Sent Items folder, click on 'Actions' in the open mail ribbon, and select 'Recall This Message.' Then choose whether to delete unread copies or replace the message.

What happens if the recall is unsuccessful?

If the recall is unsuccessful, you will receive a notification indicating the result for each recipient, informing you whether the recall was successful or failed.

Can I replace a recalled message with a new one?

Yes, when recalling a message, you have the option to delete unread copies and replace them with a new message.

Quelques cas d'usages :

Correcting Mistakes in Professional Emails

If you accidentally send an email without an important attachment, you can use the recall feature to delete the original message and send a corrected version with the attachment included, ensuring that recipients receive the correct information.

Managing Internal Communications

In a corporate environment, if a sensitive message is sent in error, the recall feature allows the sender to mitigate potential issues by removing the message from the inboxes of recipients who have not yet read it.

Improving Email Accuracy

Using the recall feature can help maintain professionalism by allowing users to correct errors in sent emails, thus enhancing communication accuracy and reducing misunderstandings.

Handling Confidential Information

If confidential information is mistakenly sent to the wrong recipient, the recall feature can help in retrieving the message, provided the recipient has not opened it, thereby protecting sensitive data.

Glossaire :

Recall Message

A feature that allows a sender to retrieve a message they have sent, deleting it from the recipients' message list if they have not yet read it.

Exchange Account

An email account that is part of Microsoft Exchange, a server that provides email, calendar, and contact management services, typically used in organizations.

Sent Items Folder

A folder in an email client where copies of sent messages are stored.

Actions Menu

A menu in an email client that provides various options for managing emails, including recalling messages.

Unread Copies

Messages that have been sent but not yet opened by the recipient.

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