You send an important email and need to know if it was opened. Outlook provides two features to track this: delivery receipts and read receipts. A delivery receipt confirms the email reached the recipient’s server, while a read receipt confirms the message was opened. This article explains how to request these receipts for individual messages and how to track their status.
Key Takeaways: Requesting and Tracking Receipts
- Options > Tracking: Use this checkbox in a new message to request a delivery receipt and a read receipt for that single email.
- File > Options > Mail > Tracking: Configure Outlook to automatically request receipts for all messages you send.
- Sent Items folder: Check for receipt notifications here; they appear as new messages with “Delivery Receipt” or “Read Receipt” in the subject line.
Understanding Delivery and Read Receipts
Delivery and read receipts are notifications sent back to your inbox. A delivery receipt is generated automatically by the recipient’s mail server when it accepts your message. This does not mean the person has seen it, only that the server received it. A read receipt is different. It is typically triggered when the recipient opens the email in their mail client, assuming their settings allow it.
It is important to know that read receipts are not guaranteed. The recipient’s email client or organization may block them. Many corporate systems and some personal email services automatically deny read receipt requests. Delivery receipts are more reliable but offer less specific information. You need an Exchange, Microsoft 365, or IMAP account to use these features; POP accounts generally do not support them.
Steps to Request Receipts for a Single Email
The most common method is to request receipts for one important message as you compose it. Follow these steps when writing a new email.
- Compose a new message
Click New Email in the Outlook ribbon to start a fresh message window. - Navigate to the Tracking options
With the new message window open, click the Options tab in the ribbon. Then, in the Tracking group, click the Request a Read Receipt checkbox. For a delivery receipt, click the small dialog box launcher in the bottom-right corner of the Tracking group. - Select the receipt types
In the Properties dialog box that opens, under Voting and Tracking options, check the boxes for Request a delivery receipt and Request a read receipt. Click Close to return to your message. - Send the message
Complete and send your email as usual. The receipt requests are now attached to this specific message.
How to Automatically Request Receipts for All Emails
If you need receipts for most messages, you can set a global rule. This saves time but may generate many notifications.
- Open Outlook Options
Go to File > Options to open the Outlook Options window. - Go to the Mail settings
In the left pane of the Outlook Options window, select the Mail category. - Scroll to the Tracking section
Navigate down to the Tracking section within the Mail settings. - Configure automatic requests
Check the box for Always send a read receipt. Also, check the box for Always send a delivery receipt. Click OK to save these settings. Now, every email you send will include these requests.
Tracking and Viewing Received Receipts
Receipts arrive in your Inbox like regular emails. They are not linked to the original sent item in most default views. To find them, look in your Sent Items folder for the original email. If a receipt has been returned, you will see a notification icon. A single checkmark indicates a delivery receipt. A double checkmark indicates a read receipt.
You can also search your Inbox. Receipts have specific subject lines. Use the search bar and type “Delivery Receipt:” or “Read Receipt:” followed by your original subject. The receipt message will contain the original subject, the recipient’s address, and the date and time it was delivered or opened.
Common Mistakes and Limitations to Avoid
Read receipts are blocked by the recipient’s system
Many organizations disable read receipts for privacy. Gmail and other webmail services often ignore the request. If you never get a read receipt, this is the most likely reason. You can only rely on the delivery receipt in these cases.
Confusing delivery receipts with read receipts
A delivery receipt only confirms server acceptance. It does not mean the recipient opened the email. Do not assume a message was read just because you got a delivery receipt. Check for the double checkmark icon or the specific “Read Receipt” subject line.
Using automatic receipts for all messages
Turning on automatic requests for every email can annoy recipients and clutter your inbox with notifications. Use this setting only if truly necessary for your workflow. For occasional tracking, use the per-message method.
Delivery Receipt vs Read Receipt: Key Differences
| Item | Delivery Receipt | Read Receipt |
|---|---|---|
| What it confirms | Email reached recipient’s mail server | Email was opened in the recipient’s mail client |
| Trigger source | Mail server | Recipient’s email application |
| Reliability | High, if the server supports it | Low, often blocked by client or policy |
| Outlook icon | Single checkmark in Sent Items | Double checkmark in Sent Items |
| Best for | Verifying an address is valid and accepting mail | Confirming a specific person viewed the content |
You can now track your important emails using delivery and read receipts. Remember to check your Sent Items folder for the receipt status icons. For more precise tracking of links and attachments, explore the Email Insights feature in newer Microsoft 365 versions. A useful advanced tip is to create a Search Folder in Outlook that automatically collects all receipt messages, keeping them separate from your main inbox.