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About this lesson

Learn how to recall a message and how to add a button to the ribbon for faster access to this feature.

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2016, 2019/365.

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Recall a Message.docx
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Quick reference

Recall a Message

Recalling a message is simply reversing the send process and stopping the email delivery.

When to use

Sometimes a message has to be pulled back in order to correct details or stop an announcement. This lesson shows you how to quickly get a message back.

Instructions

Recall a Message:

  1. Must be clicked onto your Sent folder:
    Recall only works on messages that have been “sent”. So first find the folder that contains the email that was sent out, most likely it is in the Sent Mail folder.
  2. Open the message to be recalled
  3. Click the “Recall Message” button on the Quick Access bar* (above the ribbon)
  4. Confirm the settings and click OK

          

*Tip:  To get the button onto the Quick Access bar:

  1. Open any “sent” email (because the Quick Access options are different depending on the type of email)
  2. Click the drop down arrow at the end of the Quick Access Bar

  1. Choose: 
  2. Select:  and double click it so it appears on the right side list of options
  3. Click OK
  4. You should now see the button added to the Quick Access bar
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  • 00:04 Hello, this is Andy, and I wanna talk to you about how to recall a message
  • 00:08 periodically, we send something out before we have all the details, and
  • 00:12 you need to pull the email back.
  • 00:14 So we're gonna go ahead and pull this email back.
  • 00:16 First of all, I'm gonna go ahead and make sure that I am in my sent files,
  • 00:20 you can only recall a message that you actually sent.
  • 00:22 And has typically landed in your sent email.
  • 00:25 So I'm gonna focus on this one.
  • 00:27 I'm gonna recall this particular message, so I have to double-click to open it.
  • 00:31 Now, when you're in a hurry to recall a message, and you start looking for
  • 00:34 the button it's kinda hard to find.
  • 00:36 It's in here somewhere, but it's behind one of these drop-down arrows.
  • 00:40 So let's put it in an easier place.
  • 00:42 If you'll take a look above these ribbons, this is called your quick access bar, and
  • 00:47 we're gonna put the recall message right up here.
  • 00:50 So I'm gonna go ahead and hit the drop-down arrow, and I'm looking for
  • 00:53 something that says Recall Message, and it's not on this list.
  • 00:56 But I have this item that says More Commands.
  • 01:00 When I click on that and I scroll my eyes down, I see recall message right here.
  • 01:04 Now I double-click, will add it to the right hand side or
  • 01:07 single-click in the Add, we'll add it to the right hand side.
  • 01:11 However, it gets there make sure it's on the right hand side and click OK.
  • 01:14 Now, take a little look, and there is the Recall Message.
  • 01:18 Let's start over.
  • 01:19 I'm gonna close that.
  • 01:20 I'm on my Sent email, I've decided I wanna recall this message.
  • 01:24 I open it up, and look up there.
  • 01:26 Right there in front of me is a button to Recall This Message.
  • 01:29 When I hit that, now it wants to know,
  • 01:31 Do you wanna delete unread copies of this message?
  • 01:34 Yes.
  • 01:35 Delete unread copies replaced with a new one?
  • 01:38 No, I don't have time to type a new one.
  • 01:40 Tell me if the recall succeeds?
  • 01:42 Yes. Go ahead and hit OK.
  • 01:43 And now it say's, you tried to recall this message, says I tried to.
  • 01:48 All right.
  • 01:49 So, I guess I'm done with that, I'll go ahead and hit close, and now,
  • 01:53 I should have, in my inbox, I should have a brand new
  • 01:58 option that tells me if I recall the message.
  • 02:02 There it is.
  • 02:02 Message Recall Failure.
  • 02:03 Uh-oh.
  • 02:05 That means they already read it.
  • 02:07 If the email has already been read, they won't be able to be pulled out
  • 02:12 of their Inbox, but, that person will get a notice that you tried to recall.
  • 02:18 Which by the way makes them a little curious,
  • 02:21 why'd they wanna recall the message?
  • 02:22 I've gotta read the message.
  • 02:24 Now what if they haven't read the email?
  • 02:26 They're still gonna get a notice that it was recalled.
  • 02:28 And now they're even more curious.
  • 02:29 Why they recall?
  • 02:30 What did it say?
  • 02:31 So, I would just say beware.
  • 02:34 Make sure you have all the details.
  • 02:36 Make sure everything is proper.
  • 02:38 Take your time before you hit that send button,
  • 02:40 because recalling a message just makes people more curious.
  • 02:45 All righty, I hope that helps.

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