Tips & Tricks:
It’s a common occurrence, emails being sent that shouldn’t be sent. Maybe it was unfinished, in which case it’s a bit embarrassing, but it can be laughed about later. But what if it was to the wrong person entirely?
What if it contained sensitive corporate data? If the receiving party is using Outlook – there’s a good chance that the message recall function in Outlook will solve the problem.
To recall or replace a message, follow these steps:
- Locate the Sent Items folder.
- Open (not just preview!) the message that you want to recall or replace in a separate window.
- Click Actions on the ribbon or menu, and then click Recall This Message.
- Enable the Delete unread copies of this message option to recall the message. Or, enable the Delete unread copies and replace with a new message to replace the message with a new one.
- To receive a notification about the success of the recall or replacement, enable the Tell me if recall succeeds or fails for each recipient option.
- Click OK. If you chose the replace option, type your new message and send it.
Great! You’ve saved the day and no one is seeing any messages they shouldn’t. But as great as message recall is, be aware there are some conditions that will cause Message Recall to fail:
- The recipient is not using Outlook.
- The recipient is not logged on to the mail service provider.
- The recipient is using Cached Exchange Mode and is working offline.
- The original message is moved from the Inbox. This can occur when rules are used.
- The original message is opened first and marked as read. This can occur when the message is displayed in the Preview Pane or Reading Pane.
Happy emailing, and if you need assistance in using this, please let us know!
A question of the Month:
Is my cloud service set up and working correctly? Are my services and licenses optimized?
As part of our ongoing support and service, we offer a quarterly checkup to ensure our services are working well for you and your business.
We try to keep things to a quick 30-minute meeting. During this time, we will give pointers on different resources, review your license utilization and based on your activity give advice on how to make the most of your relationship with us.
If you have even more general questions on bigger concepts and how your business could take advantage of them (i.e. “We have this old server in the back closet that we’re tired of maintaining and we want to move it to the cloud”) we are happy to discuss those burning questions as well!