have you ever sent an email and immediately wished you hadn’t? maybe you tried to recall it, only to dread the moment the recipient opened it. or perhaps you sent a “rage mail” in the heat of the moment and regretted it once you had calmed down. emails are a primary method of business communication, but they are also becoming bland, sanitized, and overly formal. being able to refine or delete an email that doesn’t align with your company’s policy is invaluable.
traditional email recall in outlook
outlook has long offered a message recall feature, but it comes with significant limitations:
- only for internal emails: both the sender and recipient must use microsoft 365 or exchange accounts within the same organization.
- unread messages only: the recall only works if the recipient hasn’t read the message.
- complex process: the process involves several steps, such as locating the sent message, opening it, and selecting the recall option from the actions menu. even then, success is not guaranteed and depends on the recipient’s settings and actions.
new outlook “undo send” feature
in january 2024, microsoft introduced the “undo send” feature in outlook, recognizing the need for a more user-friendly solution:
- brief window for action: after hitting send, users have a 10-second window to retract the email. this short but critical period allows for immediate correction of errors.
- ease of use: the feature is straightforward. after sending an email, a “sending” pop-up appears with an “undo” button. clicking this button within the allowed time stops the email from being sent, allowing the sender to edit or delete it. it’s more of a “cool down” period than an actual take-back option.
comparing recall and undo send
recall: suitable for internal, unread emails within the same organization. the process is complex and often unsuccessful if the recipient reads the message or has specific settings. it is not available for external emails or certain types of accounts.
undo send: ideal for quickly correcting mistakes immediately after sending. the process is simple and user-friendly, available to all users with a brief time window. it only allows a short period to retract the email, requiring quick action. it’s more of a “cool down” period than an actual take-back option.
practical tips for users
modern work life doesn’t always mix well with the increased demand to always be professional. longer hours, late-night outages, overtime, more pressure, stretch goals, and less time and resources to achieve them can fray tempers and raise stress levels. angry emails are just one way to vent frustration.
the facility to unsend an email isn’t exactly new; it leverages existing technology by delaying the sending of the email for a short period, typically 10, 20, or 30 seconds, and is now named “undo send” to make it feel more user-friendly. regardless of the technology or the motivation behind it, this feature is a valuable addition. whether it’s a last-minute typo or paragraphs of vented dissatisfaction, being able to recall and rewrite a business or personal email is too good an opportunity to miss.
- double-check before sending: always review emails for errors or sensitive information.
- use delay send rules: configure outlook to delay sending emails by a few minutes, giving you time to review and cancel if needed.
- leverage the “undo send” feature: enable and familiarize yourself with this feature in the new outlook to quickly correct mistakes.
while recalling emails remains a challenge with its many limitations, the new “undo send” feature in outlook offers a practical solution for preventing immediate post-send regrets. by combining careful email review habits with these new tools, businesses can minimize the risks associated with erroneous emails.
for more detailed guidance, visit microsoft’s official support pages on recalling emails and using the “undo send” feature (Microsoft Support) (Microsoft Support) (AbleBits) (Windows Central).