How to Recall / Unsend a Sent Message in Microsoft Outlook

We live in a world of instant communication. The effectiveness of internet communications like e-mail has resulted in tremendous output and productivity. Microsoft Outlook and other e-mail clients have made work much easier. But what happens when something goes wrong? Your mistake flashes across the 'net with that same efficiency.

Have you ever forgotten to attach an important email attachment, only to have to open Microsoft Outlook and follow up with the embarrassing "oops" email? Have you typed a message in the heat of the moment without thinking about the possible ramifications, only to have a sinking feeling of guilt immediately after hitting send? It is true, everyone makes mistakes. Unfortunately, e-mail doesn't have the magical "undo" button like other software programs. Or does it?

If you are one of the millions of Microsoft Outlook users who are using a Microsoft Exchange Server (Microsoft Exchange Server 2000 or later), there is hope. It is possible to recall or pull-back an email.

When can you recall a message?

Recalling an e-mail in Microsoft Outlook will only work if you are using Microsoft Exchange Server 2000 or later. If you are unsure about this, contact your information technology department or service provider. You cannot recall a message from someone's personal ISP (internet service provider). If you are sending an email to a personal account, be careful, mistakes will be permanent.

This limitation might seem huge, but recalling a message will help you get a message back from someone in another department in your organization, your boss, or a client. These mistakes are often the costly ones.

How do you recall a message?

• Open up Microsoft Outlook, and in the navigation pane (usually on the left-hand of the screen) chose sent messages.

• Choose the message that you want to recall.

• At the top of your screen you will see an actions menu. Under this menu click "Recall this message". Remember, this message will only be available if you are using a Microsoft Exchange Server. If you are using a POP3 account or other email protocol, it won't be there.

Here you have a decision to make. Do you want to replace your incorrect message with a new one, or do you simply want your mistake to go away.

• If you want to replace the message, then click "Delete unread copies and replace with a new message". At this point, you can click the Tell me if recall succeeds or fails for each recipient checkbox. This will give you peace of mind that you have succeeded or failed. If you have sent this e-mail to a large number of people, you may want to choose not to be notified. After you have recalled the message, you will be able to type the new message and correct any mistakes.

• If you want your mistake to disappear, click "Delete unread copies of this message". Please note that the option is to delete unread copies. This will only work if the e-mail has been unread.

Will recalling a message in Microsoft Outlook always work?

There are many variables involved that will determine whether your recall is going to work or not. Depending on your IT department settings and the recipient's Microsoft Outlook settings the recall attempt might fail. For example, if the recipient opens the e-mail before your recall, it will fail. Or, if the recipient's Microsoft Outlook is set not to process actions or requests (this option is on by default), then the recall may fail.

Microsoft Outlook has made it possible to communicate instantly. It has also made it possible to help deal with some of the ramifications of instant communication. If you make a mistake, follow this guide to recall the message before your IM (instant mistake) becomes permanent.