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How To Recall An Sent E-Mail Through Gmail

For a variety of reasons, many people have sent an e-mail that they wished they hadn’t. Whilst Gmail doesn’t offer the traditional “recall” function like Outlook, they instead offer a function that enables you to “unsend” a message within a certain amount of time.

Certain email programs offer an option to recall or retract an email, but that doesn’t necessarily mean the recipient won’t still receive it. Gmail’s Undo Send feature works differently in that it actually waits to send your email, giving you a certain amount of time to change your mind and prevent it from being sent. But you have to be quick, as Gmail gives you only a specific number of seconds to halt your email.

Here’s how to enable the “unsend” feature in Gmail and use it to your advantage.

Recall an email with Undo Send

If you decide you don’t want to send an email, you have a short time after to cancel it. Right after you send a message, you can retract it:

  1. In the bottom left, you’ll see “Message sent” and the option to “Undo” or “View message”.
  2. Click Undo.

Choose an amount of time to recall a message

  1. On your computer, go to Gmail.
  2. In the top right, click Settings Settingsand then Settings.
  3. Next to “Undo Send,” select a Send cancellation period of 5, 10, 20, or 30 seconds.

Accessing Your E-Mails Whilst Offline

Another excellent and very useful feature offered by Gmail is the ability to access your emails even when you are not connected to the internet. To find out how, please check out the video below:

Further Information

If you’d like to speak to us regarding any of our services, please give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

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By | March 22nd, 2019|Uncategorized|Comments Off on How To Recall An Sent E-Mail Through Gmail

How To Recall An Sent E-Mail Through Outlook

Have you ever sent an e-mail by mistake? Would you like to try and correct an error before the recipient reads the e-mail, the good news is that if you are using Outlook, this option does exist through ‘message recall’.

With message recall, a message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. You can also substitute a replacement message. For example, if you forgot to include an attachment, you can try to retract the message, and then send a replacement message that has the attachment.

Message recall is only available after you click Send and is available only if both you and the recipient have an Office 365 or Microsoft Exchange email account in the same organisation.

To recall and replace a message

  1. In the folder pane on the left of the Outlook window, choose the Sent Items folder.
  2. Open the message that you want to recall. You must double-click to open the message. Selecting the message so it appears in the reading pane won’t allow you to recall the message.
  3. From the Message tab, select Actions > Recall This Message.

    Notes:

    • If you don’t see the Recall This Message command, you probably don’t have an Exchange account or the feature isn’t available within your organization.
    • You cannot recall a message that’s protected by Azure Information Protection.
  4. Click Delete unread copies of this message or Delete unread copies and replace with a new message, and then click OK.

  5. If you’re sending a replacement message, compose the message, and then click Send.

To check on the recall

The success or failure of a message recall depends on the recipients’ settings in Outlook. In the following table, five scenarios are presented:

ActionResult
You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, under Tracking, the Automatically process requests and responses to meeting requests and polls check box is selected.

Note: To view this setting, File > Options > Mail. Scroll to the Tracking section.

Both the original message and the recall message are received in the recipient’s Inbox.

Assuming the original message hasn’t been read, the original message is deleted and the recipient is informed that you, the sender, deleted the message from his or her mailbox.

Note: If the original message is marked as read (viewing in the Reading Pane isn’t reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message. However, the message remains in the recipient’s Outlook folder.

You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, under Tracking, the Automatically process requests and responses to meeting requests and polls check box isn’t selected.

Note: To view this setting, File > Options > Mail. Scroll to the Tracking section.

Both the original message and the recall message are received in the recipient’s Inbox.

On the recipient’s computer, one of the following results occurs:

  • If the recipient opens the recall message first, the original message is deleted, and the recipient is informed that you, the sender, have deleted the message from their mailbox.
  • If the recipient opens the original message first, the recall fails, and both the original and recall messages are available.

Note: If the original message is marked as read (viewing in the Reading Pane isn’t reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message. However, the message remains in the recipient’s Outlook folder.

You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, either by rule or by action of the recipient, the original message is moved out of the Inbox to another folder and the recall message remains in the Inbox (or it is moved to another folder also).

If the recall message and the original message exist in separate folders, the recipient receives a message that states a recall attempt failed. This occurs regardless of the Outlook configurations and the read status of the message.

The original message and the new message are both available to the recipient.

You send a message to someone. You recall the original message and replace it with a new one.

On the recipient’s computer, either by rule or by action of the recipient, both messages are moved to the same folder. This results in behavior similar to what occurs when Outlook isn’t configured to automatically process messages.

On the recipient’s computer, one of the following results occurs:

  • If the recipient opens the recall message first, the original message is deleted, and the recipient is informed that you, the sender, deleted the message from his or her mailbox.
  • If the recipient opens the original message first, the recall fails, and both the old and new messages are available.
You send a message to a public folder. You recall the original message and replace it with a new one.One of the following results occurs:

  • If the recipient who reads the recall message has read access to all the items in the public folder but didn’t read the original message, the recall succeeds, and only the new message remains. You, the sender, receive a message that states the recall succeeded.
  • If the recipient has already marked the original message as read, he or she is informed that the recall failed, and only the recall message is deleted.

If a user who has any other public folder rights opens the recall message, the recall fails, and the user receives a message that states the recall failed. Both the old and new messages remain in the public folder.

  • If the recipient reads the original message and then marks it as unread, it is considered never read and recall is successful.
  • In the public folder, it is the reader’s rights, not the sender’s, that determine the success or failure of the recall.

Further Information

If you’d like to speak to us regarding any of our services, please give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

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By | March 15th, 2019|E-Mails|Comments Off on How To Recall An Sent E-Mail Through Outlook

Can’t Send or Receive E-Mails on Your iPhone or iPad? Try This.

If you can’t send or receive emails in the Mail app on your iOS device, learn what to do.

Before you begin

iOS backups made in iCloud and iTunes back up your mail settings, but not your emails. If you delete or change your email account settings, previously downloaded emails might be removed from your iOS device.

When you’re ready, try the steps below. After each step, see if you still need help.

Make sure that your device can connect to the Internet

To see if your device has a cellular-data or Wi-Fi Internet connection, go to Safari and open a webpage, like www.apple.com.

Check the Outbox for unsent emails

If you see a message that says your email wasn’t sent, then that email goes to your Outbox. Check your Outbox and try to send the email again:

  1. In Mail, tap Mailboxes in the upper-left corner.
  2. Tap Outbox. If you don’t see an Outbox, then your email was sent.
    mailboxes
  3. Tap an email in the Outbox. Make sure that the recipient’s email address is correct.
  4. Tap Send.

Check your email address and password

If Mail asks you to enter a password for your email account, make sure that your password is correct. To check your email address and password, sign in to your email provider’s website.

If you still get a username or password error, contact your email provider or system administrator.

Check your settings

When you set up your email account on your device, iOS automatically uses the correct account settings for many email providers.

To make sure that your account settings are correct, compare the settings in the Mail app to the settings for your email account:

  1. Go to Settings > Passwords & Accounts and tap your email account.
  2. Tap your email address next to Account to see the account information, such as the incoming and outgoing mail servers.
  3. Check the recommended settings for your email account in the Mail Settings Lookup tool and make sure that they’re the same as what you see on your screen. If you don’t see the settings for your email account, contact your email provider or system administrator.

If you have a POP3 email account, then you can only check email on one device at a time. Close other email programs and sign out of webmail sites that you have open. To check if your email is a POP3 account, go to Settings > Passwords & Accounts, tap your account, tap Account, then look for the label POP Account Information. You can also check the recommended email settings for your POP3 email account in the Mail Settings Lookup tool.

If your email provider requires your account to use port 25, then you can only send email when you’re connected to your email provider’s network. Check with your email provider for settings and availability.

If you still need help

Contact your email provider. You can also remove your email account, then set it up again.

Contact your email provider or system administrator

  1. Contact your email provider or check their status webpage to see if there’s a service outage.
  2. Ask your email provider or system administrator if you turned on any security features or restrictions, like two-step verification, for your email account. You might need a special password or may need to request authorisation from your email provider to send and receive email on your device.
  3. Check your email account settings with your email provider or system administrator to make sure that they’re correct.

Remove your email account and set it up again

  1. On your computer, sign in to your email provider’s website. Make sure that all of your email is there or make sure that your email is saved somewhere other than your iOS device.
  2. On your iOS device, go to Settings > Passwords & Accounts.
  3. Tap the email account that you want to remove.
  4. Tap Delete Account.
  5. Add your account again.

For more on this, please click here.

Further Information

Footprint specialise in creating bespoke websites designed to help take your business to another level. We have been providing SEO Surrey since 1998 and if you’d like to speak to us regarding any of our services, give us a call on 01883 372488 or contact us via Facebook and we’ll be happy to talk you through your options.

Currently Browsing: Can’t Send or Receive E-Mails on Your iPhone or iPad? Try This.
By | November 19th, 2018|E-Mails|Comments Off on Can’t Send or Receive E-Mails on Your iPhone or iPad? Try This.

What Has Happened To Pop E-Mail on Windows 8?

Have you recently upgraded to Windows 8 or newer? Are you used to using good old Pop 3 to set up your e-mail accounts? You could be in for a shock!

Before we go into further detail about why this is highly likely to be a problem for you, we’ll give you a little history lesson relating to the typical internet protocols.

For many years, the internet has used two main email protocols:

  • Post Office Protocol (POP)
  • Internet Messaging Access Protocol (IMAP)

What is the difference?

POP is a very basic e-mail protocol and unless you specifically instruct it to do otherwise, will simply download each new mail to your local mail client software (Microsoft Outlook for example) and then delete it from the server.

IMAP on the other hand is far more advanced and syncs your mail client with the server. This ensures that both the server and the e-mail client match each other perfectly.

Superior technology

IMAP is clearly the superior technology. Trying to access your email via POP from a variety of different computers and devices is certain to leave you with a mess. With IMAP, you will have no such problem because your inbox, outbox, and all your other mailboxes will be identical everywhere you access them.

Why is there a problem?

Whereas you used to have a choice regarding which protocol that you use, Microsoft’s latest incarnations of windows have made the decision for you because they do not support POP. The new Windows operating systems are designed for an increasingly mobile world and one where most people use multiple devices to check their mail.

What can I do?

Whilst the onset of panic is only natural, just because you have upgraded to Windows 8 or newer does not mean that you are obliged to use their mail client and therefore make the switch from POP to IMAP.

You simply need to install another one as just about any other mail client currently available supports POP.

To help narrow the field, we have drawn up a list of 3 e-mail clients which are known to support POP.

  1. Opera Mail
  2. Scribe
  3. Postbox

 

By | October 24th, 2014|E-Mails|Comments Off on What Has Happened To Pop E-Mail on Windows 8?

How To Set Up An E-Mail Account on an Android Phone

This article will explain how to set-up your email on your Android phone.

Android mail apps may look different across different devices, and these directions may not exactly match the options you see. Use these steps as a guide or consult the manufacturer’s help for your particular device.

Outlook for AndroidFor easy email and calendar management, we recommend you set up email in the Outlook for Android mobile app.
Are you using AOL mail? If so, this page can’t help you! Please contact AOL support for help. This page and the settings available on this page are for Outlook.com and Office 365 for business users only.

Choose your built-in Android email app:

Gmail appSamsung Email app

Before you begin, update the Gmail app to the latest version:

  1. Open the Google Play Store app on your phone or tablet.
  2. Type “Gmail” into the search bar and then select Update.

    Note: If the update option is not available, you’re already on the latest version.

Step 1
greyline
Open the Gmail app.

Tap the menu icon in the upper left corner > Settings > Add account > Exchange and Office 365.

Important: Do NOT choose “Outlook, Hotmail, and Live” unless you want to sync email only and not calendar/contacts.

Choose Exchange

Step 2
greyline
Enter your full email address and tap Next.

Enter your password and tap Next.

Add your email addressEnter password

Step 3
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Follow steps for your account type:

  • Outlook.com users: skip this step
  • Exchange or other accounts: you may have to ask your IT admin or email provider for server settings and set up your account manually
  • Office 365 work or school: you may see a Redirect requestscreen. Tap OK.

    If you see a Redirect request, tap OK.

    On the Incoming server settings screen, change your server to outlook.office365.com.

Step 4
greyline
Follow any prompts you may get for security or device permissions, sync settings, and more.

Click OK on any prompts you may receive.

If you have an Office 365 work or school account, you may also be asked to confirm Remote security administration and approve additional security measures. In this case, choose OK or Activate.

Step 5
greyline
Go to the inbox you just set up. If you see an email that says “Action Required to Sync Email,” open it and tap Use another Mail app instead.

If you don’t see this message and emails are syncing, skip this step.

Click the link to enable sync

Step 6
greyline
Pull down the Android notification bar by swiping down from the top of your screen.

Open the notification barIf you see a notification that reads “Unable to sync calendar and contacts,” tap it. Then tap Allow to give access and you’re done!

Note: If you don’t see a sync error, verify your calendar and contacts are syncing.

Set up email as IMAP or POP

You can set up your email account manually using IMAP or POP instead of Exchange ActiveSync. This means that only your email will sync to your phone, not calendar or contacts. What are POP and IMAP?

  1. Open the Gmail app. Go to Settings > Add account > Other.
  2. Enter your full email address, such as yourname@hotmail.com and then tap Manual Setup.
  3. Choose Personal (IMAP) or Personal (POP3).
  4. Enter your password and tap Next.

    Important: If you get a security error, close the Gmail app and then go through the steps again.

  5. If you’re prompted to enter settings, use these for the options available:

    Incoming Server Settings

    • Domain\Username
      Make sure your full email address appears. For example, yourname@outlook.com.
    • Password
      Use the password that you use to access your email.
    • Server
      • Use imap-mail.outlook.com for Outlook.com IMAP accounts.
      • Use pop-mail.outlook.com for Outlook.com POP accounts.
      • Use outlook.office365.com for any work or school accounts on Office 365 for business.
      • For Exchange email accounts, contact your email provider or system administrator.
    • Port
      • Use 993 for IMAP.
      • Use 995 for POP.
    • Security type
      Select SSL/TLS or make sure the Use secure connection (SSL) checkbox is checked, then tap Next.

    Outgoing SMTP Server Settings

    • SMTP Server
      • Use smtp-mail.outlook.com if you’re using an Outlook.com account.
      • Use smtp.office365.com if you have an Office 365 for business account.
      • For Exchange email accounts, contact your email provider or system administrator.
    • Security Type
      Choose TLS.
    • Port Number
      Enter 587. Tap Next.
  6. Follow any prompts you may get, including security permissions and setting a display name.
  7. You’re now ready to use your email in the Android Gmail app!

 

An Alternative Guide

Perhaps the easiest way to do this is the follow the guidelines established in the video below.

Please note: The steps to set up your mailbox on your Android phone may differ slightly depending on the Android device that you have. The below instructions have been created using the Samsung Galaxy S device, and might vary slightly from other devices.

To set-up your Android Smartphone device to send and receive email, please do the following:

Step 1 – Click on Email icon in the main menu.

Untitled

Step 2 – If this is the first time adding an email account, you will be immediately prompted to add a new account. If you already have an account created, click on the Options button, then Accounts button to create a new account.

Step 3 – Type your Email address and Password then click on Next button to continue.

enter_mail_and_password

Step 4 – Click on the POP3 account or the IMAP account depending on the type you want to use.

Note – Typically we would expect you to use the ‘POP3’ option here.

Step 5 – Fill in the following details:

  • Your full email address in the User name field.
  • Your email address password in the Password field.
  • If you have selected POP3 then type in pop.example.co.uk into the POP3 server field.
  • If you have selected IMAP then type in imap.examle.co.uk into the IMAP server field.
  • 143 for IMAP and 110 for POP3 as the Port number.

incoming_server_settings

Click on the Next button.

Step 6 – Fill in the following details:

  • smtp.123-reg.co.uk in the SMTP Server field.
  • 25 as the Port number.
  • Click on the Require sign-in tick box.
  • Your full email address in the User name field.
  • Your email address password in the Password field.

outgoing_server_settings

Click on the Next button.

Your Android device will now check your settings with the server. Select the email checking frequency settings and click on the Next button.

Step 7 – Enter a name for the account. The account name is there for you to easily identify the email account in your phone if you have multiple email accounts set up.  

account_setup_done

Step 8 – Click Finish set-up to finish the set-up.

By | May 26th, 2014|E-Mails|Comments Off on How To Set Up An E-Mail Account on an Android Phone
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