Recalling and Revoking Emails

Microsoft Outlook provides powerful tools to manage sent emails, including the ability to recall emails sent internally within Stonehill and revoke access to encrypted messages sent externally. This guide outlines both processes to help you maintain control over your communications.

Recalling an Email Sent Internally

If you’ve sent an email within your organization and need to recall it, Outlook offers a straightforward process.

Prerequisites

To successfully recall an email:

• Both you and the recipient must be using Stonehill accounts.
• The email must remain in the recipient’s Inbox, not moved to another folder.

Recall Process: Classic Outlook vs. New Outlook

Classic Outlook

1. Open Outlook and navigate to the Sent Items folder.
2. Double-click the email you want to recall to open it in a new window.
3. Click the Message tab at the top of the window.
4. Select Actions > Recall This Message.
5. Choose one of the following options:
   • Delete unread copies of this message: Removes the email from the recipient’s inbox.
   • Delete unread copies and replace with a new message: Removes the original email and allows you to send a corrected version.
6. (Optional) Check Tell me if recall succeeds or fails for each recipient to receive status notifications.
7. Click OK to initiate the recall.

New Outlook

1. Open Outlook and go to the Sent Items folder.
2. Right-click the message you wish to recall, and select Advanced Actions.
3. Choose Recall This Message.
4. Select your preferred recall option and confirm.

Revoking Access to an Encrypted Email Sent Externally

Encrypted emails sent to external email addresses remain accessible for 30 days. If you want to revoke access to an encrypted email sooner than the 30-day period, contact the Service Desk and we can revoke the email for you.

After 30 days (or as of revocation), upon viewing the contents of a revoked encrypted email, the recipient will receive this message:

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