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Kevin Stratvert

How to Recall Mail in Outlook | Undo Send Any Email

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finally ready to send out this important email message [Music] hi everyone kevin here today i want to show you how you can recall undo or delete an email message that you already sent in microsoft outlook here i am in patty fernandez’s inbox and i sent her this email but i just wish i could take it back the good news is it is possible let’s check this out back in my inbox to recall this message let’s click on the folder that says sent items and here i see the email that i wish i could take back double click on that email message once it opens up up on the top ribbon in the center you’ll see a menu with actions click on that here now you see an option that says recall click on that and that opens up a prompt and you have two different options you can just delete the message or you can make tweaks to the message and then send out a replacement i’ll simply delete the message and then click on ok here now i see a confirmation message telling me that it attempted to recall the message if your ribbon looks like this or the simplified ribbon and you have no idea how to get to that action over on the far right hand side click on the ellipsis or the overflow menu and right here you’ll see a category for actions and once again you can now recall your message here i am in paddy’s inbox and just like magic that email message has completely disappeared that was a really close one now this seems like the perfect solution but unfortunately it doesn’t always work first off both you and the recipient need to use microsoft 365 or microsoft exchange so if let’s say you send an email to a gmail account this won’t work both you and the recipient have to be in the same organization or tenant so if you send an email to someone in a different company it also won’t work the email message also has to be unread also your recipient has to be using outlook desktop if they’re using mobile outlook or if let’s say they’re using outlook on the web they will still receive the original message plus they’ll get a message saying that you wanted to recall it and that’s a surefire way to draw more attention to the original message oh and lastly you also have to make sure that your recipient has this setting turned on within outlook it’s the default so chances are they will so basically this may or it may not work now i know it sucks to send a bad email message and next i want to show you a trick that you can use to make sure that you could avoid this problem in the future here back within outlook to get a little extra safety when you send out a message let’s go up to the top tabs and click on options here on the ribbon there’s the option to delay the delivery and right here i can set a time for when i want this message to go out so maybe i have it go out 10 minutes after i click on send i’ll close out this prompt now i can click on send the message and let’s say i want to go back and tweak something before it goes out i can click on my out box and here i see the message i can go in make changes and then click on send again and the message won’t go out until it hits that time as a really fun aside you can also use delayed delivery to send out emails really late at night and then also super early in the morning this is pretty much a guaranteed way to make your co-workers think that you’re super human but it’s probably a bad idea it it’ll probably just hurt the team’s work-life balance you can also set up a rule to automatically add a delay to every single email that you send let’s say maybe a buffer of one to two minutes for all outgoing emails within outlook click on the home tab and in the middle of the ribbon let’s click on rules and then select the option that says manage rules and alerts this opens up a prompt let’s now click on new rule this opens up the rules wizard let’s select the option that says on messages that i send then click on next and here we can define any of the conditions now i want this to apply to all of my outgoing messages so i won’t check anything and then i’ll click on next here i get a prompt confirming that this will apply to all messages let’s just click on yes here i can define what i want to do with the message and i want to delay the delivery right down here i’ll check the box next to defer delivery i’ll click on this link and i can specify how long i want to delay it by and i can choose anywhere between one minute all the way up to 120 minutes or two hours i’ll type in two minutes and then click on ok down below i’ll click on next here i can now choose whether there should be any exceptions and i don’t need any so i’ll just click on next on this last screen i can now type in a name for this role and i’ll type in delay sending emails then i’ll click on finish one thing to call out this rule only applies to this version of outlook on this computer so if you use another computer with outlook or if you use outlook on your phone or on the web this rule will not apply so just keep that in mind here in outlook when i click on send the message will now show up in my out box and i can now tweak it or make changes to it and then hit send again and it’ll go out after the defined amount of time so in my case two minutes within outlook on the web you can also undo sending email messages in the top right hand corner click on these settings gear then go down to all outlook settings here click on the category titled compose and reply and then go down to the section that says undo send here you can add a 5 second buffer or a 10 second buffer so not quite as much time as on desktop here now when i send a message this prompt appears in the bottom left hand corner where i can click undo within let’s say a 10 second window alright well since you made it to the end of the video i wanted to show you a fun visual that shows you when most people check for errors in their emails that’s why this video is so important to watch more videos like this one please consider subscribing and as always i’ll see you in the next video [Music] woah [Music] [Music]

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