How to Request an Email Read Receipt in Gmail and Outlook

Sending an important email and waiting for a response can be frustrating, especially when you're unsure if it was even opened. 99% of email users check their inbox daily, making read receipts a helpful tool to confirm if your email has been read. 

Requesting an email read receipt helps you track when your email is opened, reducing the need for follow-ups and saving time. 

In this blog, we'll explain how to request email read receipts in both Gmail and Outlook. This feature will help you stay on top of your communication and ensure your emails are noticed. Let’s get started. 

In A Nutshell: 

• Read Receipts: Read receipts confirm when an email has been opened, helping you track communications and follow-ups more effectively.

• Requesting Read Receipts in Gmail & Outlook: Simple steps to enable read receipts in both Gmail and Outlook, ensuring better communication tracking and confirmation.

• Best Practices for Using Read Receipts: Use read receipts sparingly, respect recipient preferences, and avoid using them for non-urgent or sensitive emails.

• Managing Read Receipts in Gmail & Outlook: Learn how to track read receipt responses, disable them, and troubleshoot any issues to maintain smooth communication.

What is a Read Receipt? 

A read receipt is a feature that lets you know when the recipient has opened your email. While it doesn't guarantee they've fully read your message, it does give you an indication that your email has been seen. 

When you send an email with a read receipt request, a notification is sent to the recipient's inbox. This pops up as a prompt, asking if they want to send a confirmation back to you.

The recipient has the option to either accept or reject the request to send a read receipt. If they accept, you get a notification saying they’ve opened your email. Read receipts can help improve your follow-up strategy and make communication more transparent.

Also Read: How to Acknowledge Receipt of Documents Correctly

Now that you know what a read receipt is and how it works, let’s understand how you can set it up in Outlook.

How to Add and Request Read Receipts in Outlook

In both New Outlook and Classic Outlook, requesting a read receipt is simple and can help you confirm when your email has been seen. Here's how to enable and manage read receipts across different versions of Outlook.

New Outlook

1. Request a Read or Delivery Receipt:

• While composing your email, go to the Options tab on the ribbon.

• In the Tracking section, select the Request a Delivery Receipt and/or Request a Read Receipt checkboxes.

• If you don't see these options, click on More Options at the right end of the ribbon, then select the relevant option.

2. Configure Read Receipt Response Settings:

• Go to Settings > Mail > Message handling.

• Under Read receipts, choose how you want Outlook to respond to requests for read receipts.

Classic Outlook

1.Request a Read or Delivery Receipt:

• On the File menu, select Options > Mail.

• Under Tracking, check Delivery receipt to confirm the email was delivered to the recipient's server, or Read receipt to confirm the recipient viewed the message.

2. Tracking for Individual Messages:

• While composing a message, go to the Options menu, then in the Tracking group, select Request a Delivery Receipt or Request a Read Receipt.

• Once you send your email, you can track the receipt responses by opening the original message from your Sent Items folder and selecting the Tracking button.

3. For the Reading Pane:

• If you're composing an email in the Reading Pane, click the Message tab.

• Under Tags, click the Message options dialog launcher.

• In the Properties window, select your preferred receipt options under Voting and Tracking options.

Outlook on the Web

1. Request a Read or Delivery Receipt:

• While composing your email, go to the Options tab.

• Under Tracking, select the Request a Delivery Receipt and/or Request a Read Receipt options.

• If these options aren’t visible, click More Options at the end of the ribbon and select the relevant option.

2. Configure Read Receipt Response Settings:

• Go to Settings > Mail > Message handling.

• Under Read receipts, set your preferences for how Outlook responds to read receipt requests.

Adding Read Receipts for All Outgoing Emails in Outlook

If you want an email read receipt for every message you send, follow these steps 

Note: This feature is available only in Outlook for Windows. 

• Open Outlook and go to File > Options.

• Select Mail, then scroll down to Tracking.

• Under For all messages sent, request, check the box for Read receipt confirming the recipient viewed the message.

• Click OK to apply the changes.

Following these steps tracks when your emails are read in Outlook. 

Also Read: How to Send Automatic Emails in Outlook

With the steps for Outlook in mind, let’s take a look at some of the limitations you might face when using read receipts in this email platform.

The Limitations of Read Receipts in Outlook

While adding a read receipt in Outlook can help you track your email interactions, it does come with certain limitations that you should be aware of. Here are some key drawbacks:

1. Compatibility with Third-Party Clients

Read receipts in Outlook may not work well with email clients that aren't Outlook or are from third-party providers. If the recipient is using a different email service, the read receipt may not be triggered or function correctly.

2. Inconsistent Results

The way read receipts are handled can vary between different email clients and systems. This lack of consistency means a read receipt may not always reflect whether the recipient actually viewed your message.

3. Recipient Control

One major limitation is that the recipient has control over whether they send a read receipt. They can decline the request, meaning you may never receive confirmation of when, or even if the email was read.

4. Email Client Settings

Read receipts also depend on the recipient's email client settings. If they have set their system to block or ignore read receipt requests, you may never receive a response, leaving you in the dark about whether your email was opened.

Given these factors, it's important not to rely solely on read receipts for tracking email interactions in Outlook. 

Next, let’s explore how Gmail handles read receipts and how you can request them there.

How to Request and Send Read Receipts in Gmail

Requesting read receipts in Gmail is a simple process. Here's how to use this feature effectively.

For Desktop Users:

1. Compose Your Email: Start by creating a new email.

2. Access the Three-Dot Menu: In the email window, locate the three-dot menu (More options) in the bottom right corner of the compose window.

3. Select Read Receipt: Click the "Request read receipt" option in the menu.

4. Send Your Email: Once your email is ready, click Send as usual.

For Mobile Users:

Unfortunately, Gmail’s read receipt feature is not available in the mobile version of the app. This function is exclusive to the desktop version in Google Workspace. Additionally, this feature must be enabled by your Workspace account administrator before you can use it.

Sending a Return Receipt in Gmail

When you receive an email with a read receipt request, you’re prompted to decide whether to send the return receipt. Here’s what you’ll do:

1. Open the Email: Open the email as you normally would.

2. Send Receipt: You’ll be notified of the read receipt request and can choose Send receipt if you wish to confirm that the email has been read.

3. Delay Sending: If you don’t wish to send the receipt immediately, you can select Not now, and Gmail will prompt you again the next time you view the message.

Once the receipt is sent, Gmail will confirm the action.

For Admins: How to Enable Read Receipts

Admins can configure read receipts for users within their organization:

1. Sign In to Admin Console: Use your administrative account to sign in.

2. Go to User Settings: Navigate to Apps → Google Workspace → Gmail → User settings.

3. Enable Read Receipts: Under the Email read receipts section, enable or restrict the feature as needed for your organization.

Once enabled, you can control whether users can send and receive email read receipts, as well as whether external addresses can be involved.

Turning Off Read Receipts in Gmail

If you need to turn off read receipts, here’s how to do it:

1. Sign in to Admin Console: As an admin, sign in to your Google Admin Console.

2. Navigate to User Settings: Go to Apps → Google Workspace → Gmail → User settings.

3. Disable Read Receipts: Under the Email Read Receipts section, choose to disable the read receipt function for your users.

Requesting email read receipts makes it easier to track the delivery and reading of your emails, ensuring you can follow up only when necessary. 

However, there are times when Gmail's read receipts might not work as expected, so let’s look at those situations.

When Read Receipts For Gmail Don’t Work

While Gmail’s read receipts are generally reliable, there are a few scenarios where they might not work as expected:

• Group Mailing Lists: Read receipts are not available for emails sent to groups or mailing lists.

• Email Restrictions: Admins can limit who can send and receive read receipts within an organization.

• External Email Clients: If the recipient uses an email platform like POP (which doesn’t sync in real-time), you might not get a reliable read receipt.

• Recipient Choice: Recipients can choose whether or not to send a read receipt. In some cases, they may opt not to.

Keeping these limitations in mind helps manage expectations and ensure smooth communication.

If you're looking for a more reliable way to track email interactions, NewMail AI offers features like intelligent tagging and smart task management. Get started today to ensure you stay on top of important emails, without relying solely on email read receipts.

Finally, it’s important to know how to utilize read receipts in a thoughtful way to avoid any misunderstandings. Let’s go over the best practices for their use.

Best Practices for Effective Use of Read Receipts 

Now that you know how to request a read receipt, it’s important to use this feature thoughtfully. Here are some best practices to ensure you’re using read receipts ethically and effectively:

• Use Only When Necessary: Read receipts should be reserved for important messages where it’s essential to confirm that the recipient has seen the email. 

• Respect Privacy: Consider the recipient's preferences. If someone consistently declines read receipts or values their privacy, avoid requesting a read receipt for them going forward.

• Be Mindful of Sensitive Information: In some cases, requesting a read receipt for emails containing sensitive or confidential information could raise privacy concerns. Avoid using email read receipts in such situations unless necessary.

• Clarify Intentions: If you’re sending an email that requires a response, it's often better to explicitly ask for confirmation or feedback rather than relying on a read receipt. This reduces ambiguity and makes expectations clear.

• Consider Email Frequency: Don’t use read receipts for every email, especially in ongoing conversations. It can create unnecessary pressure, especially in casual exchanges where it’s more about the flow of communication than an immediate reply.

By following these guidelines, you’ll ensure that the use of email read receipts enhances communication without causing discomfort or frustration for your recipients.

Conclusion

Read receipts can be a valuable tool for confirming that your emails have been received and read, but it’s important to use them thoughtfully. Following practices like using read receipts sparingly, respecting recipient preferences, and avoiding them for casual messages maintains a balance between effective communication and respecting privacy. 

If you're looking to take full control over your email communication, NewMail AI offers the perfect tools to complement the use of read receipts. Here's how NewMail AI aligns with the features discussed in this blog:

• Smart Drafts: Effortlessly draft quick responses for emails, eliminating the guesswork when confirming receipt or addressing important emails.

• Daily Briefings: Get a clear overview of your inbox each day, helping you stay on top of emails marked with read receipts and other essential tasks.

• Task Management: Automatically link action items from emails to your to-do list, ensuring follow-ups are never overlooked.

• Simplified Scheduling: Manage your calendar alongside your email communication, ensuring that important meetings and follow-ups are always on track.

NewMail AI streamlines your entire email workflow and tracks important emails, so you stay organized and maintain clear communication without the added stress. Try NewMail AI today for a more efficient and organized inbox.