How to recall a message sent in Microsoft Outlook

Shocked stressed woman looking at laptop reading negative surprise online

Image: fizkes, Getty Images/iStockphoto

It’s inevitable. You send someone an email in Microsoft Outlook. And then you realize for one reason or another that the message has a mistake or that it shouldn’t have been sent at all. You can fix your error after the fact by recalling a message. Using the recall feature under the right conditions, your previous email is deleted without the recipient ever seeing it. You can also send a replacement message with the correct information.

SEE: How to add a drop-down list to an Excel cell (TechRepublic)

There are some requirements if the recall feature is to work properly. For your recalled message to be deleted, both you and the recipient must have a Microsoft 365 Business account or Microsoft Exchange email account in the same organization, meaning the same Exchange system on the backend. The email must have been delivered to the recipient’s mail server but it must not have been read yet.

However, even if you and the recipient use different email clients or backend systems, or you fail to recall the message before it’s been read, the recall feature can still serve a purpose. Though the initial email won’t be deleted, the recipient receives a follow-up message indicating that you want to recall the previous email. That tells them that your initial email is incorrect or invalid for some reason. You should then follow up your initial email and recall message with another email that contains the right information or corrects the initial one.

SEE: 50 time-saving tips to speed your work in Microsoft Office (free PDF) (TechRepublic)

How to recall a message in Microsoft Outlook

To try this, open Outlook. Start a new email and address it to the recipient. Send the email (Figure A).

Figure A

figure-a.jpgfigure-a.jpg

Now, let’s say you notice an error in your email and want to recall it. Open the email from your Sent Items folder. Select the Actions icon and click the option to Recall This Message (Figure B).

Figure B

figure-b.jpgfigure-b.jpg

The Recall This Message window offers two options. Choosing to “Delete unread copies of this message” tries to remove the message with no follow up. Choosing to “Delete unread copies and replace with a new message” gives you an opportunity to immediately send a follow-up message with the correct information. To learn if the recall succeeds, keep the box checked for “Tell me if recall succeeds or fails for each recipient.” Click OK (Figure C).

Figure C

figure-c.jpgfigure-c.jpg

If you chose the option to replace with a new message, a new email appears with the text from the original message so you can fix the problem and send the corrected version (Figure D).

Figure D

figure-d.jpgfigure-d.jpg

If you and the recipient use the same Microsoft 365 Business or Exchange backend environment, then the email should be deleted from the recipient’s inbox automatically. If so, you’ll receive an email indicating that the recall was successful for that particular user.

If you and the recipient use different email clients or backend mail services, the initial email remains in that person’s inbox. A follow-up email then arrives that tells the recipient that you would like to recall the message. You then have to rely on your recipient to ignore or delete the original message in favor of the corrected one (Figure E).

Figure E

figure-e.jpgfigure-e.jpg

For more information on the different recall scenarios, check out Microsoft’s support page on “Recall or replace an email message that you sent.”

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How to Use RightSignature on Android

Click the hamburger icon in the upper left hand corner to be taken to the menu.

User-added image

Documents

The Documents tab displays all documents the user is a party to. Click on a specific document to display more details.

User-added image


Templates

All Templates in the account will be listed under this tab, with the most recently created one at the top.

User-added image

If there are Merge Fields, you will be prompted to enter merge data into the document before sending.

Settings

This tab lists your name and email address, the account you are logged into, and gives the option to Sign Out. The web app will need to be accessed in order to change any account information.

User-added image

Contact Support will send an email request to support@rightsignature.com using the phone’s default email.

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How to Use RightSignature on iOS

Documents

The Document tab displays all the documents the user is a party to. Select a specific document to display more details.

User-added image


Templates

All existing Templates in the account will be listed under this tab, with the most recently created one at the top.

User-added image

A Template can be selected to be sent out. Enter a Name and Email Address for each Role; add a personal message, a Passcode, and edit the expiration date if desired. If Merge Fields are present, click ‘Next’ in order to complete these on the next screen. Once all fields are completed, click ‘Send.’

User-added image

Start

In Person Document Sign allows a party to complete a document while on your mobile device. To get started, choose ‘Start’ on the bottom of the screen.

User-added image

In order to initiate an In Person Document, choose the Template, complete all fields, and click ‘Send’ – if Merge Fields are present and you must click ‘Next’ in order to complete those fields.

An Email Address for the signer(s) is optional. If one is not added, they will not receive a notification once the document is executed.

User-added image

Once sent, the document can be accessed from the Documents tab. Choose the document and a ‘Sign’ option will be available.

User-added image

Info

Personal information can be viewed from this tab. The web app will need to be accessed in order to change any information on file. This is where the user can Log Out of their account.

User-added image

Requesting Help from Support will send an email request to support@rightsignature.com using the device’s default email.

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Set Up Your Company's Branding in RightSignature

To access your branding options, log into RightSignature and click Account, followed by Branding. You can then access the branding options highlighted below.

Background and Footer Color

This option allows you to change the color of the background and the footer shown on the signing page and in the email signers receive. Use the drop down color menu to make your selection, then click Choose.

User-added image

Company Logo

This option places your company logo on the RightSignature signing screen where the designated signing parties will fill out and sign your documents. Your logo will also be included in emails sent containing the signing links. First click Show your logo, then click Upload.

Footer Options

This allows you to customize what information shows on the footer of the signing screen. You can choose between Sender Name, Company Name, or both. You can also choose to show your Avatar photo here. Once finished with any changes to the custom branding options, click Update.

Email Header

Show sender name in from: This option will show the user name in the email “from” field. If this option is disabled, the email “from” field will show RightSignature.com.

Show company name in subject: This option gives you the ability to designate a custom prefix in the subject line of the notification and reminder emails sent to your signers. When sending a document or a reminder to your signers, your company’s name will appear in the subject of the email.

Use document filename in subject: This option will insert the document filename into the subject of the email, rather than the document name.

Custom Signer Email Greeting

This option lets each user set a custom greeting in the body of the email used to deliver the document signing links. Each user on the account will be able to set a unique custom greeting. To enable the Custom Signer Email Greeting, follow the steps above to access the Branding page; then turn on the Custom Email Greeting switch and click Update.

User-added image

Custom Email Signature

This option lets each user set a custom email signature in the body of the email used to deliver the document signing links. Each user on the account will be able to set a unique email signature. To enable the Custom Signer Email Signature, follow the steps above to access the Branding page; then turn on the Custom Email Signature switch and click Update.

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Don't know how to save attachments using Citrix Files for Outlook

Save Attachments to Citrix

You can now save an email attachment directly to Citrix with a few clicks. To do so, right-click the attachment in your Outlook message and choose the Save to Citrix option. Use the folder tree to select an upload destination on your account, then click OK. Your file will be uploaded to Citrix.

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The connection to Microsoft Exchange is unavailable, Outlook must be online or connected

Microsoft Outlook, at times, is known to give an error saying — The action cannot be completed. The connection to Microsoft Exchange is unavailable, Outlook must be online or connected to complete this action. In this post, we will show how you can fix this problem and get back it to working as usual.

The connection to Microsoft Exchange is unavailable, Outlook must be online or connected to complete this action

The connection to Microsoft Exchange is unavailable, Outlook must be online or connected to complete this action

The connection to Microsoft Exchange is unavailable. Outlook must be online or connected to complete this action

There are two ways to fix tjis issue. First, create a new default profile. Second, Delete the default profile. Not many have multiple Outlook profiles is not always an option. So use the second method as follows:

  1. Delete Default Profile
  2. Create a New Outlook Profile
  3. Update or create your Outlook profile with RPC encryption
  4. Disable the encryption requirement on all CAS servers
  5. Deploy a Group Policy setting to update existing Outlook profiles with RPC encryption

The first, three can be configured by the end-user, while the last two are only for Servers.

1] Delete Default Profile

Change Default Outlook Profile Windows 10

  • Launch Outlook, and then click on Info > Account settings dropdown > Manage Profile
  • It will open the Mail Setup window. Click on Show Profiles button.
  • Delete the default profile by clicking on the Remove button.
  • Restart Outlook.

When you remove the profile, all offline cached content for its account will be removed. However, you can backup the OST profile to reuse it.

When you relaunch Outlook, you will have to create a new profile, and then go through the setup process again.

2] Create a New Outlook Profile

Create New Outlook Profile Windows 10

If you do not want to delete, you can create a new default profile. At the Mail Setup > Profiles section, you can click on the Add button, and then give a name to the profile. Next, you need to add the email accounts you want to add. Make sure to properly configure the email account, so the error doesn’t reappear. Also, make sure to set that as the default profile.

3] Update or create your Outlook profile with RPC encryption

create your Outlook profile with RPC encryption

Most of the users have all email accounts under one single profile. One of the email accounts may be having trouble with that is running Microsoft Exchange Server 2010, Microsoft Exchange Server 2013, or Microsoft Exchange Server 2016. These are usually corporate accounts that haven’t been configured properly.

  1. Launch Outlook, and then click on Info > Account settings dropdown > Manage Profile
  2. Click on E-mail Accounts > select the email which is configured with Exchange Server, and then click on Change > More Settings
  3. In the Microsoft Exchange window, switch to Security tab
  4. Select Encrypt data between Microsoft Office Outlook and Microsoft Exchange.
  5. Click Ok and exit

It should fix the issue if it were because of RPC encryption error.

4] Disable the encryption requirement on all CAS servers

This part is specifically for IT admins who can disable encryption requirements. Microsoft warns that it should be only used where you cannot immediately deploy the necessary RPC encryption settings on your Outlook clients. Run the following command in the Exchange Management Shell:

Set-RpcClientAccess –Server <Exchange server name> –EncryptionRequired:$False

You must run this cmdlet for all Client Access servers that are running Exchange Server 2010 or later version. Rerun this command for each Exchange server that has the Client Access Server role. Also, make sure to disable RPC encryption, which we talked about in the above step.

However, make sure to enable it back again after deployment with changes to the RPC requirement on the Outlook.

5] Deploy a Group Policy setting to update existing Outlook profiles with RPC encryption

Enable RPC Encryption Policy Settings

You can also change RPC settings on the server-side by using Group Policy. Navigate to User Configuration > Administrative Templates > Microsoft Office “Version number” > Account Settings > Exchange. Locate policy Enable RPC encryption and disable it.

We hope these methods helped you to resolve Outlook connected issues with Microsoft Exchange.

Fix: Outlook does not support connections to Exchange ActiveSync

While trying to connect your Outlook account with Exchange by using ActiveSync protocol the users may get the Outlook does not support connections to exchange by using ActiveSync error. This error is commonly caused if the Outlook does not support connection to a server that is running Exchange server. A similar discussion can also be read on the Microsoft Community forum.

On the same Windows 8 Pro machine, on the same user account – Windows Mail app is connected successfully to my corporate e-mail account (‘Outlook‘ account type, use SSL connection, domain and user name specified).

In Outlook 2013 the same account can’t be connected (selecting ‘ActiveSync’ account type, specifying server name and user name, however there are no options to specify SSL and domain) – getting error message ‘Log onto Exchange ActiveSync mail server (EAS): The server cannot be found.’

Follow the steps listed in the article below to fix Outlook server issue with ActiveSync and Exchange.

Is the Exchange Activesync supported by Outlook?

1. Connect to Exchange using Standard Exchange Connection

  1. Launch the Outlook desktop app.
  2. Click on File and then click on Add Account button.

    outlook does not support connections to exchange by using activesyncoutlook does not support connections to exchange by using activesync
  3. Enter your email address and click Connect.outlook does not support connections to exchange by using activesyncoutlook does not support connections to exchange by using activesync
  4. Now you will be asked to enter your password again. Enter the password, and click OK.
  5. Click Finish to connect to exchange using standard exchange connection.
  6. Trying to set up your email account manually can create issues like the one mentioned earlier. Try to set up the email account normally and check if the error is resolved.

Deal with spam mails for good with these Exchange anti-spam software for Exchange email server.


2. Configure Outlook 2013 / 2016 Manually

  1. If you want to configure Outlook for Exchange by using ActiveSync do the following.
  2. Launch the Outlook desktop client.
  3. Choose “New Email Account“.
  4. Select “Manual setup or additional server types“.

    outlook does not support connections to exchange by using activesyncoutlook does not support connections to exchange by using activesync
  5. Select “Exchange ActiveSync“.
  6. Now you need to fill in the server setting. The username can be in Domainusername format.
  7. Now press and hold the Enter key on the Keyboard until all the boxes go away.
  8. Once the connection goes through. Launch the Outlook client and check if the error is resolved.

For Outlook 2016 / Office 365

  1. Launch the Outlook client in your Windows system.
  2. Click on File and select Add Account.
  3. Now enter the email address for the account and click the Advanced Options.
  4. Select “Let me set up my account manually” option.

    outlook does not support connections to exchange by using activesyncoutlook does not support connections to exchange by using activesync
  5. Click the Connect button.
  6. Select “Exchange” option.

    outlook does not support connections to exchange by using activesyncoutlook does not support connections to exchange by using activesync
  7. Enter the password for your ID and check if the connection is established without any error.

The EAS protocol provides access to data in exchange mailboxes thus keeping all of your connected devices in sync. Since EAS connection does not provide all the features of an Exchange account, Outlook does not support this method resulting in the error.

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Avoid embarrassing mistakes: How to recall an email in Outlook

Outlook Windows 10

How to recall an email in Outlook

Recalling an email in Outlook can save you from many awkward or embarrassing situations. Here’s how you can do that.

  1. Head to the Sent Items part of the Outlook app and double click the message that you want to recall.
  2. Navigate to the Message tab in the open window with the message.
  3. Head to the fourth group of options in the top menu bar under Move, and choose Recall this Message.
  4. Choose to delete the unread copy of the message on the server, or replace it with a new message.
  5. Press OK

Applies to All Windows 10 Versions

One of the most embarrassing things in life is replying to an email, and realizing you’ve replied to all, or sent out something to the recipient that wasn’t meant to see. Luckily, there is a way around this common problem. With the Outlook app as part of Office 365, you can easily recall an email — granted that you’re using a Microsoft Exchange account and the feature has been enabled by your IT department. In this guide, we’ll show you how you avoid mistakes and recall emails in Outlook.

Steps to recall an email in Outlook

The first step in recalling an email in Outlook is to head to the Sent Items part of the Outlook App. After that, you can double click the message that you want to recall. Then, you need to navigate to the Message tab in the open window with the message. You can then head to the fourth group of options in the top menu bar under Move, and choose Recall this Message.

After following the steps above, a new window with the recall a message option should have appeared. From there, you’ll have two options, both of which will require you to press on OK afterward. You can either delete the unread copy of the message on the server, or you can replace it with a new message. The recipient might have already viewed the message, so deleting the unread copy might not always work. You can, however, select the option to receive a report on if the recall was successful.

Speed is of the essence here, and you should always recall right as you realize your mistake. If all else fails, that’s where the second option comes in, allowing you to write an apology message so that the original (error) email does not get opened.

Other ways to avoid having to recall messages

Recalling messages might not always work, but there are some ways you can avoid getting into the situation. First off, you should always slow down and double-check where your emails are heading. You also can even these troubles by setting up an Outlook rule to delay emails. This ensures that your messages sent through Outlook will be delayed by a certain number of minutes, giving you a short period of time to recall messages if something were to go wrong.

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