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How to Request Read Receipts of Emails with Specific Conditions?

If you send large amounts of emails to all sorts of clients every day, you probably need the confirmation whether the important emails are read or not. That means you only need to get the read receipts of the emails which meet certain conditions, not all the emails you send. In this case, I will introduce you a simple way to request read receipts of specific emails.

Request Read Receipts of Emails with Specific Conditions


Request Read Receipts of Emails with Specific Conditions

1. In Outlook, go to the Home tab, click Rules in the Move group, then click Manage Rules & Alerts in the drop-down menu.

2. In Rules and Alerts window, press the New Rule button under the Email Rules tab.

3. In the Rules Wizard window, click Apply rule on messages I send in the Start from a template or from a blank rule section. Then click the Next button.

4. Specify the conditions as you wish from the suggested list. For example, I wish to receive a read receipt only from the emails with the word “test” in the subject or body.

  • Tick the with specific words in the subject or body option in Step 1: Select condition(s).
  • Click the underlined words specific words in Step 2: Edit the rule description.
  • The Search Text dialog box pops up. Input word “test” in the box.
  • Click the Add button.

  • Then click the OK button.

  • Click the Next Button in the Rules Wizard window to move to the next step.

5. Specify the actions from the list actions.
Tick the notify me when it is read option in Step 1: Select action(s). Then click the Next button.

6. Specify the exceptions.
Here comes the list of exceptions. In my case, I don’t need any. Click the Next Button.

7. Specify a name for this rule and set up rule options. Make sure the Turn on this rule option is ticked. Then click the Finish button.

8. A Microsoft Outlook warning dialog box pops up. Click the OK button.

9. In the Rules and Alerts window, click the Apply button, and then click the OK button.

10. Now the rule for requesting a read receipt is set up. After the email with the word “test” in the subject or body is delivered and the recipient reads the email, a read receipt will be sent to your Inbox folder in outlook emails. The email read receipt notification will be like the one below.

The read receipt notification contains the recipient's name and email address, subject, date and time when the email was sent and when the recipient read it.

Note: However, sometimes you may not receive the read receipt even if you have sent an email that meets the conditions. The reasons are as follows:

  1. For message recipients who use Outlook as their email program, after reading the message, a Microsoft Outlook dialog box will pop up. They can decline to send a read receipt.

  2. For message recipients who use Outlook as their email program, after reading the message, a Microsoft Outlook dialog box will pop up. They can decline to send a read receipt.

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