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Email communication is essential in the modern business world, and Outlook Web App 2016 provides users with an easy way to send emails. However, mistakes can happen, and when they do, it is important to know how to recall an email in Outlook Web App 2016. This article will provide a step-by-step guide on how to recall an email using this application. The guide will cover all the necessary steps that are required for successful email recall and explain how to use the features provided by Outlook Web App 2016. With this comprehensive guide, users will be able to easily recall emails that were sent in error and ensure their communication remains professional and efficient.

Why Recall an Email?

Email communication has become a part of everyday life. It is an effective tool for conveying information, providing feedback, and staying in touch with colleagues. Unfortunately, mistakes can be made when sending emails that can have serious consequences. Recalling an email is a useful feature that allows users to retract an email sent in error or to correct any mistakes in the original message.

The ability to recall messages provides a way for users to undo any unintended emails they have sent while ensuring that the intended recipient does not receive the incorrect message. Microsoft Outlook 2016 Web App provides this functionality as long as certain conditions are met. The recipient must also use Microsoft Outlook and must be connected to their email server in order for the recall process to be successful.

Recalling an email should not be taken lightly, as it has the potential for serious implications if used incorrectly or without regard for privacy and security standards. It is essential that all users understand the restrictions and requirements of using this feature before attempting to recall an email within Microsoft Outlook 2016 Web App.

How to Access the Outlook Web App 2016

The Outlook Web App 2016 (OWA) is a powerful and versatile web-based email client that allows users to access their Office 365 mailbox from any device or location with an internet connection. OWA provides a secure environment for sending, receiving, and managing emails from multiple accounts. To use OWA, users must first set up an Office 365 account and gain access to the service.

Accessing OWA is relatively straightforward and can be done in several ways:

  • Log in to the Outlook Web App directly using a web browser at [](
  • Use the Outlook mobile app available for iOS and Android devices.
  • Configure Microsoft Outlook on a desktop or laptop computer using POP3/IMAP protocols or Exchange ActiveSync protocol (EAS).
  • Set up a third-party email client such as Mozilla Thunderbird or Apple Mail by following the instructions provided by the client’s support team.
  • By having access to multiple entry points, users are able to quickly log into their OWA account without any hassle. Furthermore, once logged in, they can access all their emails in one centralised location without needing to switch between different programs or accounts. This makes it much easier to stay organised and remain productive while working remotely.

    Opening the Sent Items Folder

    With the Outlook Web App 2016, users can access their emails quickly and efficiently. Once the app is open, users will need to locate their Sent Items folder in order to recall previously sent emails. This folder stores all of the messages that have been sent from the user’s account. It is important to note that only emails sent within the last 30 days can be recalled from this folder.

    To find and open the Sent Items folder, users should first select the Mail tab located in the navigation bar on the left side of the window. This will display a list of all folders associated with the current user’s account. All messages sent by this user are stored in the Sent Items folder, which is usually located at the top of this list. Selecting this folder will open it and show all messages sent within 30 days.

    Once opened, users can easily view a list of previously sent emails and either delete or recall them as needed. To begin recalling an email from this folder, simply select it from the list and click on ‘Recall’ button located at the top-right corner of the window. This will start a process which attempts to recall any copies of this email sent to other recipients using Microsoft Exchange Server technology. If successful, these copies will be removed from their inboxes as if they were never delivered in first place.

    Selecting the Email to Recall

    Recalling an email in Outlook Web App 2016 is an efficient way of correcting any mistakes that may have been made when sending out a message. It is important to select the email that needs to be recalled from Outlook’s sent folder. To do this, users need to open the Sent folder and select the message they would like to recall. The selected message will then appear on the right-hand side, with options for ‘Actions’, ‘More Actions’ and ‘Move’ available at the top of the page. Users can then click on ‘More Actions’ which will display a drop-down menu with a variety of options including ‘Recall This Message’. Clicking on this option will prompt a confirmation window displaying details about what action will be taken if they proceed with recalling the selected email.

    Receiving the “Recall This Message”Prompt

    1. Upon receiving the ‘Recall This Message’ prompt in Outlook Web App 2016, one must first identify and understand the prompt before responding to it. 2. The prompt is an actionable request that is indicated by a red exclamation mark symbol and the words ‘Recall this Message’. 3. Once identified, users must then respond to the prompt by either recalling the message or declining the request. 4. The decision to recall the message should be made with consideration of the potential implications of the action.

    Identifying the Prompt

    Identifying the ‘Recall This Message’ prompt is the first step in recalling an email in Outlook Web App 2016. When an email is sent, the action can be reversed by using the ‘Recall This Message’ feature if it has not been read or opened by the recipient. After sending an email, a prompt appears at the bottom of the message window confirming that it has been sent. The prompt will typically contain a link or button labelled ‘Recall This Message’. By clicking this link, users will be presented with options to recall or delete the message from all recipients or just those who have not opened it yet.

    The ‘Recall This Message’ feature can be used to rectify any mistakes made when composing emails such as typos, incorrect attachments and other errors. Using this option within Outlook Web App 2016 prevents embarrassing situations where messages have been sent with incorrect information. It also allows users to recall emails quickly and easily without having to contact each recipient individually and ask them to delete or ignore the message.

    In addition, users may also wish to recall an email for security purposes if they have accidentally sent confidential information or sensitive material to inappropriate recipients. Using the ‘Recall This Message’ feature ensures that this data cannot be accessed by anyone else and provides users with peace of mind that their messages are secure.

    Responding to the Prompt

    Once the ‘Recall This Message’ prompt is identified, the next step is to respond to it. Outlook Web App 2016 provides a simple and intuitive user interface for responding to this prompt. When clicked, users are provided with options to either recall or delete the message from all recipients or just those who have not opened it yet. This allows users to rectify any mistakes made when composing emails such as typos, incorrect attachments and other errors quickly and easily. Furthermore, they can also recall an email for security purposes if they have accidentally sent confidential information or sensitive material to inappropriate recipients. Through the ‘Recall This Message’ feature users can be assured that their messages remain secure and cannot be accessed by anyone else without their consent. In short, responding to the ‘Recall This Message’ prompt within Outlook Web App 2016 offers users many benefits in terms of convenience, accuracy and security.

    Selecting the Desired Recall Option

    Having received the ‘Recall This Message’ prompt, it is now time to select the desired recall option. There are two available options: ‘Delete unread copies of this message’ and ‘Delete unread copies and replace with a new message’. The first option will delete all unread copies of the email in question, while the second option allows for a replacement email to be sent instead; this enables one to make corrections or additions before re-sending.

    When selecting either of these options, Outlook Web App 2016 will display a warning, informing users that they may not be able to recall some emails due to the recipient’s mail server settings. Moreover, messages recall only works when both sender and recipient use Microsoft Exchange or Office 365 as their email provider. Therefore, if either sender or recipient is using another mail service provider, it is highly unlikely that a recall can be successful.

    To maximize effectiveness of recalls, Outlook Web App 2016 suggests sending an updated version of the original email rather than attempting to delete it completely. In this way, any potential misunderstandings can quickly be resolved without too much hassle. Additionally, it allows for further communication between sender and recipient should any further clarification be required.

    Checking the Results of the Recall

    1. Confirming Recall Success can be done by viewing the Sent Items folder and checking for a Recall Successful message. 2. Viewing Recalled Message Details can be done by selecting the subject line of the recalled message and clicking the Message Details button. 3. Checking Recipient’s Inbox can be done by sending a new message to the user who was sent the recalled message and asking them to verify if the recalled message was successfully removed from their Inbox. 4. In Outlook Web App 2016, if the recall was successful, the user will be notified in the Recall This Message window with the results of the recall. 5. If the recall was successful, the message will be removed from the recipient’s Inbox and the sender will receive an email notification. 6. If the recall was unsuccessful, the user will be notified in the Recall This Message window with the results of the recall.

    Confirming Recall Success

    The process of email recall in Microsoft Outlook Web App 2016 involves a few steps. Checking the results of the recall is one such step and requires confirmation to ensure that the message has been successfully recalled. To begin with, it is important to check the Sent Items folder for a copy of the recalled message. If this copy exists, then it can be assumed that the recall was successful. Moreover, if an updated copy of the message appears in the Inbox folder of its intended recipient, then this indicates that Outlook Web App 2016 has successfully recalled and replaced it. Additionally, users can also contact recipients to confirm whether they have received a new version of the message or not. This will further help in verifying if the recall process was successful or not. Therefore, these steps should be taken with due diligence to ensure that the recall process was successful and all messages have been replaced properly with updated versions.

    Viewing Recalled Message Details

    In order to further assess the success of the recall process in Microsoft Outlook Web App 2016, users can also view more detailed information about their recalled message. This includes information such as the date and time when it was recalled, the recipients it was sent to, and whether it was successfully recalled or not. This data can be found by opening the Sent Items folder in Outlook Web App 2016 and choosing ‘Recall this Message’ option from the drop-down menu. This will open a new window with a list of all messages that have been recalled through Outlook Web App 2016. From here, users can select each message to view and analyze its detailed information. Furthermore, this detailed data can also help users identify any errors that may have occurred during the recall process. As such, viewing these details can help ensure that messages are successfully recalled without any issues. Hence, taking time to analyze these details is an important part of ensuring that email recall is properly executed in Outlook Web App 2016.

    Checking Recipient’s Inbox

    Once the recall process is initiated, users should check the recipient’s inbox to ensure that the message was successfully recalled. This can be done by accessing the recipient’s mailbox and verifying that the message has been removed from their inbox. If there are multiple recipients, then each mailbox should be checked to make sure that all messages have been recalled successfully. Additionally, if it is possible to access the recipient’s sent items folder, then this can also provide further proof that the message was recalled properly. Furthermore, checking for any errors or inconsistencies in the sent items folder of each recipient may help identify any potential issues with the recall process. Therefore, taking time to verify that all messages have been successfully recalled from each recipient’s mailbox is an important step in ensuring a successful email recall process in Microsoft Outlook Web App 2016.

    Notification of the Recall to Recipient

    In order to notify the recipient of the recall, a notification message is sent to the recipient’s email address. This message informs the recipient that an email was sent in error and that the sender has attempted to recall it. The notification can arrive as a separate email or as part of the original email’s body text.

    The notification is generated by Exchange Server, Microsoft’s messaging server software, and includes information such as:

  • Who initiated the recall
  • The date and time of when the recall was initiated
  • The original subject line of the recalled message
  • Whether or not all recipients received the recall notification
  • It is important for senders to keep in mind that even with successful recall, some or all recipients may still have access to a copy of the original message. The success of a recall depends on several factors such as whether or not a recipient has already opened and read it, whether they are utilizing their own Exchange account, and other factors related to how their own email service provider handles recalls.

    Dealing with Failed Recall Attempts

    1. Investigating the delivery status of a recalled message can help determine whether the attempt was successful. 2. Resending the message is necessary if the recall attempt has failed and the message has not been delivered. 3. When resending the message, it is important to include a note explaining the original message was recalled and should not be viewed. 4. If the recipient has already read the message, it is recommended to ask them to delete the message. 5. It is advised to request the recipient to delete any copies that may have been made of the message. 6. Additionally, the sender should take steps to prevent the message from being forwarded to other recipients.

    Investigating Delivery Status

    It is important to ascertain the delivery status of a recalled email. When an email recall fails, it can be disheartening and frustrating for the sender. Investigating whether the message was delivered or not is especially important when sending sensitive information, as it ensures that the intended recipient did not receive the message. Through Outlook Web App 2016, there are several methods available to determine if a recall attempt was successful. Firstly, one can view the ‘Sender’s Copy’ folder in their mailbox which stores all emails sent from their account; if a recalled email appears in this folder then the recall was unsuccessful. Secondly, examining Sent Items within Outlook Web App 2016 will reveal whether the recipient received the message before it was recalled. Finally, checking with the recipient is also an option and may provide additional context on why a recall failed or succeeded.

    Resending the Message

    In the event of a failed recall attempt, resending the message may be an appropriate course of action. This is especially true in circumstances where the information contained within the email must reach its recipient as soon as possible. The ability to resend messages can be accessed through Outlook Web App 2016 by selecting ‘Resend’ from the drop-down menu on the original message. After confirming that all necessary changes have been made, the sender simply needs to select ‘Send’ in order to ensure that it reaches its intended recipient. Furthermore, this feature also allows for any corrections or amendments to be made before sending out a new version of the message, thereby ensuring accuracy and precision. It is important to note however that resending a recalled email does not guarantee delivery; instead, it should be used as an additional measure to supplement other methods such as examining Sent Items and checking with recipients.

    Asking the Recipient to Delete

    An additional option to consider when dealing with failed recall attempts is asking the recipient to delete the message. This can be done by simply sending a new email to the recipient and asking them to delete the previous version of the message. While this approach does not guarantee that the message will be removed from their inbox, it can be an effective way of ensuring that its contents are not shared with any unintended parties. Additionally, if the sender includes a brief explanation of why they would like for the message to be deleted, it may increase their chances of successfully reaching their goal. Moreover, this request should be accompanied by a polite but firm tone so as to ensure that it is taken seriously and respected. In conclusion, asking recipients to delete a message can prove to be an effective way of mitigating further damage caused by failed recall attempts.

    Troubleshooting Error Messages

    When a recall attempt fails, the sender must take certain steps to troubleshoot the issue. In order to identify and address any underlying problems, it is important for the sender to review the error message received. Error messages can indicate a variety of issues including an invalid recipient, insufficient privileges, or an expired or non-existent message. It is also important to ensure that the Outlook Web App 2016 version is up-to-date and compatible with the server settings.

    In some cases, even after following these steps, recall attempts may still fail due to server issues or other technical difficulties. If this happens, it is recommended that the sender contact their IT department for assistance. The IT department may be able to further investigate and pinpoint any underlying causes of failed recall attempts. They may also be able to provide additional resources or tools that can help resolve these types of issues in the future.

    If failed recalls continue over time, the sender may need to consider alternative methods for communicating with recipients. These methods could include using different email clients, such as Microsoft Outlook Desktop Client or Gmail; sending messages through third-party applications; or utilizing physical mail services instead of digital ones. Each option has its own advantages and disadvantages and should be carefully considered in order to ensure that all communication needs are met successfully.

    Frequently Asked Questions

    What happens if I recall an email sent to a recipient who doesn’t use Outlook?

    Recalling an email sent to a recipient who doesn’t use Outlook can be tricky; in order for the recall to be successful, the recipient must still have the message stored on their mail server. If the message has been removed from the server, then the recall will fail. In such a case, all that can be done is to apologize and send a new message if appropriate.

    Can I recall an email that has already been opened by the recipient?

    The ability to recall an email that has already been opened by the recipient will depend on the type of email client used by the recipient. If the recipient is using an Outlook-based email client, then it is possible to recall the message if it has already been opened. However, if the recipient is using a different type of email client, such as Gmail or Yahoo, then it may not be possible to recall the message once it has been opened.

    Can I recall an email sent to multiple recipients?

    It is possible to recall an email sent to multiple recipients in Outlook Web App 2016, although there are certain conditions. If the email has not yet been opened by any of the recipients, then it can be recalled and deleted from their inboxes. However, if even one recipient has opened the email, then the recall will not be successful. In order for a recall attempt to be successful in this situation, all recipients must have not opened the message.

    Does recalling an email delete it from the recipient’s mailbox?

    Whether or not recalling an email deletes it from a recipient’s mailbox depends on the recipient’s email server. In some cases, the recall may simply delete the email from the recipient’s inbox, while in other cases, it may delete it entirely from their server. It is also possible that the email is stored on the recipient’s server until they explicitly delete it. To ensure that an email is never seen by a recipient, one must use an encrypted messaging service or manually delete the email before sending.

    Can I recall an email sent from a mobile device?

    Recalling emails sent from a mobile device is possible, however the process may vary depending on the email application being used. In some cases, users may be able to access the “recall”option within their mobile app. However, if that option is not available, users must log into their account through a desktop version of the app in order to recall the email. This process requires that both versions of the application are synced in order for it to be successful. Furthermore, it should be noted that success is not guaranteed as the recipient may have already read or deleted the email before it could be recalled.


    Recalling an email in Outlook Web App 2016 is a simple task that can be done with a few clicks. It is important to understand the limitations of this feature, as it may not be possible to recall an email sent to a recipient who does not use Outlook or an email that has already been opened by the recipient. Additionally, emails sent to multiple recipients cannot be recalled and the process does not delete the recalled message from the recipient’s mailbox. Finally, emails sent from mobile devices cannot be recalled via Outlook Web App 2016. Knowing these limitations can help individuals make informed decisions when it comes to using the recall feature. In conclusion, recalling an email in Outlook Web App 2016 is a useful tool for those looking to undo a mistake made while sending emails.

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