Many of us have had a sinking experience of mistakenly sending an email to the incorrect person or one that is riddled with typos. Luckily with an email recall feature, it is possible to retrieve your message back – before it is read by your recipient. Although some users may believe that only Gmail offers such a function, Outlook has had this function for years.

However, Outlook’s feature has significant limitations, like most recalling tools. Both the sender and the receiver must use Outlook as their email client and have a Microsoft 365 or Microsoft Exchange email account in the same firm. Fortunately, the native recall tool in Outlook isn’t the only option to recall an email.

How to use the native Recall function of Outlook

Locate the email you want to recall in your email account’s “Sent Items” section.

  • Select “File” from the menu bar.
  • On the blue column, select “Info,” then “Resend or Recall.”
  • Select “Recall this Message” from the drop-down menu.
  • Select “Tell me whether each recipient’s recall succeeds or fails,” then click “Delete unread copies of this message.” (Alternatively, choose “Delete unread copies and replace with new message” if you’d prefer to update the message and resend it when Outlook recalls the old version.) 

To recall an email, both the sender and the receiver must use Outlook as their email client and have a Microsoft 365 or Microsoft Exchange email account in the same firm. Only if the receiver hasn’t opened the email yet and their inbox is open when you execute the recall can you recall it. Even so, the receiver may simply disable the function if required. They may avoid the recall by going to Options > Mail and unchecking the box next to “Automatically handle meeting requests and answers to meeting requests and polls” in the Tracking section. Unless everyone you communicate with uses Outlook and configures it in the same manner, the function is nearly useless.

How to Use Canary for Revoking (Recalling) an Email in Outlook

With Canary you can add a little more security; you don’t have to rely on Outlook’s native recall feature. Canary’s SecureSend allows you to revoke access to a sent email at any time after it is sent. It does not need anything from your receiver in order for you to revoke an email. This prevents sensitive content or files from remaining indefinitely in your recipient’s Inbox. When the recipient tries to view a revoked email, he or she will see an alert saying that the email is no longer accessible.

Click here to know more about how to revoke a sent message in Canary.

After revoking the email, if the receiver attempts to view it now, it will notify them that the email has been revoked.

When you use Canary with Microsoft Outlook, you may revoke the message at any moment, even after it has been read. It makes no difference whatever server the message is on, which mail client they are using, or how much time has gone. If you change your mind, Canary makes it simple to re-authorize the message. Learn More about how to re-authorize a message in Canary.

Have Complete Command over Your Data, Not Just a Recall of an Outlook Email

Have an email which you don’t want to hang around for a long time? Set an expiration date in Canary, after which the receiver will be unable to read the message. Canary, of course, protects email by encrypting it, making sure that only the individuals you send it to may view it. It just makes sense, whether you’re an attorney safeguarding a client or a normal civilian who loves privacy. Learn more.

Improved Email Security for all

Every year, the average employee sends over hundreds and thousands of emails. With so much information coming in and out, you don’t have the time to properly consider each conversation.

Sooner or later, someone in your firm is going to make a mistake and give the incorrect information to the wrong person. That isn’t even taking into account the repercussions of hacking and data breaches, which may swiftly convert private information into public disclosure. Even if you are proficient enough to control the damage, how far will it be possible for you to go if there is a breach in your email security? With Canary, you’ll have the tools you need to reduce your risk and take immediate action.