Sending an email in error is easy, but recalling it can be tricky. If you've ever accidentally sent an email with a typo or the wrong information, you know how frustrating it can be. Fortunately, you can recall an email in Outlook (in most cases), as long as the recipient hasn't opened it.
To recall an email in Outlook, follow these steps:
If you're using email to exchange sensitive information, you must secure it in line with EU regulation (ICO and GDPR guidance). A secure email Outlook add-in can give you the power to encrypt messages and revoke sent emails every time, even if they have been opened. |
Recalling an email in Outlook isn't always possible. If you can't recall your email, this is due to one of the following reasons.
There are a few times when it's appropriate to recall an Outlook email.
You should recall emails as soon as possible. The sooner you recall an email in Outlook, the more likely it is to remain unopened.
You should never send sensitive information in an email without additional protection. It's too easy to send it to the wrong person and it could be intercepted or manipulated by threat actors. Use email encryption and consider adding in ID check to comply with EU regulatory guidance. |
You may have noticed the option to ‘Delete unread copies and replace with a new message’.
If you select this option, you can compose an updated message to replace the original sent message in your recipient’s inbox.
If the recipient opens the updated message first, the original message will be deleted, and the recipient will be notified.
As with a standard email recall, the replacement will only be successful if the recipient has not already opened the original email.
If they open the original email and then you try to replace it, they may receive the replacement message as a separate, new email.
Similarly, all other criteria under which an email recall is not possible that I note above, also apply to email replacement.
Recalling emails in Outlook should be a last resort. If you can, it's always better to check and proofread your emails before you send them.
If you accidentally send an email with a mistake, or to the wrong person, you can apologise and send a follow-up email if a recall doesn't work.
However, if your email contains sensitive information, it is vital you have the means to revoke access completely to prevent that information from falling into the wrong hands or being shared further.
While email recall in Outlook offers a safety net for catching typos or accidental recipients, its limitations are important to consider.
It only works under specific conditions, and for truly sensitive information, additional security measures are crucial.
For sending sensitive data, consider email encryption and tools offering message revocation capabilities. These tools go beyond recall by allowing you to revoke access to sent emails even after they've been opened.
Several third-party add-ins for Outlook offer secure email functionalities, including message revocation. If you need secure email for your business, take a look at our list of the best secure email services.