We all know how it feels to click “Send” on an email, only to realize you’ve included an embarrassing mistake in it. Or even worse, you accidentally hit “Reply All” and sent your embarrassing mistake to the entire office. Before you start cringing at the thought of what you’ve done, we have some good news for you: A give people the ability to recall emails after they’ve been sent. In this guide, we’ll teach you exactly how to recall an email in, Microsoft’s popular email service. If you use, check out the step-by-step process below for an easy way to pull those emails back from the brink. Steps to recall Outlook emails Step 1: Open your, and look for the email you want to recall — it should be at the top of the list.
In 2010, Outlook poorly supported Gmail accounts, but today it’s a lot better. Most of the setup that Gmail POP and IMAP Settings. Open Outlook, then enter Preferences through the Outlook menu in the When prompted, simply enter your email address and password and configure automatically.
Double-click to fully open it. Step 2: Check the top of the window and make sure that you are in the “Message” tab.
Then look for the drop-down menu that says “Actions.” It should be next to the “Rules” and “Move” email options in your taskbar. Step 3: Click “Actions” followed by “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 recall window that allows you to choose between simply deleting the unread copies of the message, or replacing the copy with a new message that contains proper information. You also get an option to receive a report on whether the recall succeeds or fails, on a recipient-by-recipient basis. Make the appropriate selections based on your situation, and then select “OK.” If you deleted the message, congratulations — you just saved that embarrassing email from being read.
If you want to replace it, continue on. Step 5: If you create a replacement message, Outlook will take you to a new compose message screen. Just select “Send” whenever you are ready to start the recall process. Note: If you send a recall message, it doesn’t exactly make your old email disappear. We’ll talk a little more about this is the section below, but in order to have the original message disappear, the recipient may have to open the recall message first.
This is why it may be a good idea to put “URGENT” or something similar in the title of your recall message to make sure it gets opened before the other email. Why email recall doesn’t always work Starting the recall process doesn’t mean that it will work out the way you intended. With today’s internet speeds that mistaken email is probably already waiting in someone’s inbox, which creates a number of issues. Here are the factors that can nullify your recall — or at least make it more complicated. Opening messages: Basically, if a recipient opens your email, you can’t recall it. The recipient can still get the recall message and note that you really wanted to, but it will stay in their Outlook system anyway. When that email is opened, all bets are off.
That’s one reason why it’s important to act quickly. Redirects to other folders: If your first message activated a filter and was rerouted to a folder that isn’t the inbox, then your recall will fail.
Bottom line, the recall option can only affect emails that stay around in the inbox. If the first message is waiting elsewhere, it won’t go away. Public folders: Public folders can make things complicated because if anyone reads your first email, the recall will fail. It doesn’t matter which recipient or login account tags the email as read, it’s still too late. Additional email apps: The recall function is designed to work with Outlook. If you are sending to someone who, for example, you can’t expect the recall option to work.
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Mobile apps: If you are using Exchange ActiveSync settings for, then the recall option may not work either. This happens because the system is trying to juggle different versions of Outlook as it syncs and it can’t complete the process, especially if your mobile device is offline. We know it seems like there are a lot of pitfalls to this handy little feature. The solution to these potential snafus? If your recalls just aren’t working, we’ve got two ideas for you to improve the scenario: Solution 1: Write an apology.
Other than making sure to double-check your emails before you send them, this is the simplest solution to the problem. If you mistakenly sent an email to the wrong person/people and it wasn’t too egregious, it’s often better to save your time and tack on a quick “oops” apology note. This works for most people and you can stop worrying about it.
Solution 2: Delay your emails. If you have a case of email butterfingers or are always busy replying and forwarding more sensitive types of information, you may want to consider delaying your emails. You can do this for all emails by going to “ File,” selecting “ Manage Rules and Alerts,” and choosing “ New Rule.” Start from a “ Blank Rule,” and skip conditions so that all emails are covered. Then in Step 1, select “ Defer delivery by a number of minutes.” If you delay it by a couple of minutes, you can recall messages far more effectively when mistakes are made. If this whole process has soured you on the Outlook email client, you could always.
I’ve got my Gmail account configured as an IMAP account in Outlook. I noticed that when I delete a message from my mailbox in Outlook, I can still find it on-line in Gmail’s All Mail folder. Is there a way to set it up so that when I delete it from Outlook, it is also deleted from Gmail?
As Gmail was set up with the thought of “never need to delete an email again”, the default configuration of Gmail is to archive your messages rather than deleting it. In Gmail, archiving means that all labels (what you experience as folders) are removed from an item so that it only shows in your All Mail folder. Depending on your version of Outlook, you can either change this behavior of Gmail in Outlook itself or via Gmail’s options. Outlook 2013 – Purge items when switching folders In Outlook 2013, there is no option to select the Deleted Items (Trash) folder for your Gmail IMAP account as Outlook 2013 takes great care to autodetect that. To process the items that you delete and actually delete them, you need to enable the option to purge the items when switching folders. File- Account Settings- Account Settings.
Double click on on your Gmail account to open its settings dialog. Press on the button More Settings. Select the Advanced tab. Enable the option: Purge items when switching folders while online. Press OK to apply the changes.
Press Next to verify your changed account settings. Close the test dialog, press Finish and then Close to return back to the main Outlook window. Set the option to automatically purge items for your IMAP Gmail account. Outlook 2010 – Deleted Items folder for IMAP In Outlook 2010, you can assign a folder as the Deleted Items folder for an IMAP account.
If you set this to the Trash folder of your Gmail mailbox, then your deleted mail in Outlook will be also get deleted on Gmail. File- Account Settings- Account Settings. Double click on on your Gmail account to open its settings dialog. Press on the button More Settings. Select the Deleted Items tab.
Select the option: Move deleted items to the following folder on the server. Select the Trash folder from the Gmail root. Enable the option: Purge items when switching folders while online. Press OK to apply the changes. Press Next to verify your changed account settings. Close the test dialog, press Finish and then Close to return back to the main Outlook window. In Outlook 2010, you can set the Trash folder as the Deleted Items folder for a Gmail IMAP account.
Gmail – Expunge and deletion options In previous versions of Outlook, you cannot set a Deleted Items folder for an IMAP account as deleting messages from an IMAP account actually works a bit different from other account types. Long technical story short; Instead of moving it to a Deleted Items folder, it only gets “marked as deleted” but will still exist in the original folder.
To actually delete an item, you’ll need to “Expunge” the item which is called “Purge” in Outlook. However, when purging your deleted items in Outlook, Gmail’s default behavior is to archive it to the “All Mail” folder.
This behavior can be changed in Gmail itself. In Gmail on the web, open your Settings dialog and select Forwarding and POP/IMAP or. In the IMAP Access section, select the following options:. When I mark a message in IMAP as deleted: Auto-Expunge off – Wait for the client to update the server. When a message is marked as deleted and expunged from the last visible IMAP folder: Move the message to the Trash. At the bottom press the button Save Changes Setting Gmail’s deleting behavior for IMAP accounts.