You want to know when every recipient opens your emails without manually requesting a receipt each time. Outlook can automatically request read receipts for all messages you send. This article explains how to set this global default for your account.
Key Takeaways: Setting Global Read Receipts
- File > Options > Mail > Tracking: The primary settings pane to request receipts for all sent messages.
- Read receipt confirmation dialog: A prompt that appears when a recipient’s client sends a receipt, which you can turn off.
- Per-message Options tab: The location to manually override the default for a single email.
Understanding Outlook Read Receipts and Tracking
A read receipt is a notification sent back to you when a recipient opens an email message. This feature depends on the recipient’s email program and their privacy settings. Many clients allow users to block or deny receipt requests.
Outlook stores the default tracking settings per email account within your profile. Changing the setting for one account does not affect others. You need an active internet connection to send the request and receive the return receipt.
How Read Receipts Work Technically
When you enable a receipt, Outlook adds a special header to the email. Upon receiving the message, a compatible email client like Outlook or Apple Mail can detect this header. If the recipient’s settings allow it, their client sends a small notification message back to your inbox.
The receipt only confirms the message was opened, not that it was read or understood. Delivery receipts are a separate option that confirms the message reached the recipient’s mail server.
Steps to Set Read Receipts as the Default
Use these steps in Outlook for Microsoft 365 or Outlook 2021, 2019, or 2016. The process is the same for Windows 11 and Windows 10.
- Open the Outlook Options window
Click the File tab in the top-left corner of the Outlook window. Select Options from the left-hand menu. This opens the Outlook Options dialog box. - Navigate to the Mail settings
In the Outlook Options dialog, click the Mail category in the left sidebar. Scroll down the right panel until you find the Tracking section. - Configure the default receipt request
Locate the option labeled “For all messages sent, request a read receipt.” Click the checkbox next to it to enable it. For a delivery receipt, check the box below it for “For all messages sent, request a delivery receipt.” - Manage receipt notifications
Directly below those options, you will see settings for how to process responses. To automatically move receipts to the Deleted Items folder, select that option. To receive no confirmation at all when a receipt arrives, choose “Never send a response.” - Apply the changes
Click the OK button at the bottom of the Outlook Options window. The setting takes effect immediately for all new emails you compose.
Method for a Single Email
To request a receipt for just one message without changing your default, use the Options tab. With a new email open, go to the Message tab on the ribbon. Click the small dialog box launcher in the Tracking group. In the Properties dialog, check the boxes for “Request a delivery receipt” or “Request a read receipt.” Click Close and send the email as normal.
Common Mistakes and Limitations to Avoid
Read Receipts Not Being Returned
If you never get receipts, the recipient’s email client likely blocks them. Web clients like Gmail or Outlook.com often ignore these requests. Corporate IT policies can also disable receipt functionality across an entire organization. You cannot force a receipt if the receiving system denies it.
Receipts Going to the Wrong Folder
Receipts are regular email messages with a specific message class. If you have inbox rules that filter messages based on the sender or subject, they might move receipts. Check your Junk Email folder and any custom rule destinations. The automatic processing option in File > Options > Mail > Tracking helps manage this.
Setting Does Not Apply to Existing Drafts
The new default only applies to emails you create after changing the setting. Any messages saved in your Drafts folder from before the change will not have the request. You must open each old draft and manually add the receipt from the Options tab before sending.
Global Default vs. Per-Message Request
| Item | Global Default Setting | Per-Message Request |
|---|---|---|
| Configuration Location | File > Options > Mail > Tracking | Message tab > Tracking dialog box launcher |
| Scope of Effect | All future emails from the configured account | Only the specific email being composed |
| Best Use Case | Users who need confirmation for most communications | Occasional need for tracking a critical email |
| Recipient Visibility | Recipient sees a receipt was requested upon opening | Recipient sees a receipt was requested upon opening |
| Management Overhead | Set once, applies automatically | Must be manually enabled for each email |
You can now automatically track when your emails are opened. For more control, explore creating rules to organize incoming receipts. An advanced tip is to use VBA macro code to conditionally request receipts only when sending to external domains.