Outlook email: how to recall or replace a message

Oops! We have all sent an email in haste and either forgotten to add that attachment or neglected to complete something in the email. Luckily the folks at Microsoft have built in some features that allow you to recall or replace a message sent out. There are some requisites but in general this is a handy tool:

•   A  Microsoft Exchange Server account is required.
•  Outlook 2010 or above

We have reprinted the short version here but you can find the  full article here:

Recall or replace an email message that you sent

The recall feature in Microsoft Outlook tries to stop delivery and, optionally, replace an email message that you have already sent to another Microsoft Exchange Server user within your organization. Message recall is available after you click Send and then realize that you forgot to attach a file, include information in the message, or want to revise what was originally sent. You can’t recall messages sent to email addresses outside your organization.

Recall a message

To recall a message without sending a revised message, do the following:

1. In Mail, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), click Sent Items.
2. Open the message that you want to recall.
3. On the Message tab, in the Move group, click Actions, and then click Recall This Message.
4. Click Delete unread copies of this message.

 Note    If you don’t see the Message tab, make sure that you have opened a sent message as described in steps 1 and 2.

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(Image removed)I don’t see the Recall This Message command

If you do not see the Recall This Message command, you probably do not have an Exchange account or the feature is not available within your organization.

You can check the Account Settings dialog box in Outlook for the types of email accounts in your Outlook profile.

1. Click the File tab.
2. Click Account Settings, and then click Account Settings.
3. On the E-mail tab, the Type column lists the type of account for each entry.

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 Note    If you are sending the message to many people, you may want to clear the Tell me if recall succeeds or fails for each recipient check box.

Recall and replace a message

In addition to trying to recall a message, you can send a replacement message. For example, if you forgot to include an attachment, you can try to recall the message, and then send a replacement message that has the attachment. The original message is removed from the mailboxes of the recipients who have not yet opened it, and then is replaced with the updated message.

To recall a message and then send a revised message, do the following:

1. In Mail, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), click Sent Items.
2. Open the message that you want to recall and replace.
3. On the Message tab, in the Move group, click Actions, and then click Recall This Message.

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If you do not see the Recall This Message command, you probably do not have an Exchange account or the feature is not available within your organization.

You can check the Account Settings dialog box in Outlook for the types of email accounts in your Outlook profile.

1. Click the File tab.
2. Click Account Settings, and then click Account Settings.
3. On the E-mail tab, the Type column lists the type of account for each entry.

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4. Click Delete unread copies and replace with a new message.

 Note    If you are sending the message to many people, you may want to clear the Tell me if recall succeeds or fails for each recipient check box.

5. Click OK, and then update the new message. You can also remove or add file attachments.
6. Click Send.

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Questions? Let us know and we will be happy to assist.

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