What read receipts do in Outlook
A read receipt is a notification that tells you when someone has opened an email you sent them in Outlook. When you turn on read receipts for a message, Outlook sends you a separate email back confirming the moment the recipient opened it — not when they read it carefully or acted on it, just when they opened the message in their inbox.
Read receipts work differently depending on whether you're using Outlook on the web, Outlook desktop, or Outlook on your phone. Some recipients can also decline to send you a receipt, so getting one back isn't may provide even if you request it. Understanding how they work helps you decide whether to use them — they're useful for time-sensitive work emails but can feel intrusive in other contexts.
Key Takeaways
- In Outlook desktop, you request a read receipt by opening a new message, clicking Options, then checking "Request a Delivery Receipt" or "Request a Read Receipt" before sending.
- In Outlook on the web, you click the three dots in the compose window, select "Request a read receipt", then send the message.
- Recipients can choose not to send you a receipt, so you may never get confirmation even if you request one.
- A read receipt only confirms the message was opened, not that it was actually read or understood by the person.
- Setting a default read receipt policy in Outlook settings applies the request to every message you send unless you turn it off per email.
Requesting a read receipt in Outlook desktop
Open Outlook and create a new email. Type your message and recipient address as usual. At the top of the compose window, click the Options tab.
In the Options ribbon, look for the Tracking section. You'll see two checkboxes: "Request a Delivery Receipt" and "Request a Read Receipt". Check the "Request a Read Receipt" box if you want to know when the recipient opens the message. (Delivery receipts confirm the message reached their mail server; read receipts confirm they opened it.) Once you've checked the box, send the message normally.
When the recipient opens your email, Outlook automatically sends you a notification email saying the message was read, along with the date and time. If the recipient has disabled read receipts on their account or declines the request, you'll get a message saying the read receipt couldn't be delivered instead.
Requesting a read receipt in Outlook on the web
Log into Outlook on the web and click New Message. Type your email as usual. Once you've written your message, look for the three dots (more options menu) in the compose window — it's usually in the bottom right or top right depending on your screen size.
Click the three dots and select Request a read receipt from the dropdown menu. A checkmark will appear next to the option. Send your message, and Outlook will request the receipt automatically.
The process is faster in the web version than desktop, but the outcome is the same: you'll receive a notification when the recipient opens the message, or a message saying they declined to send one.
Setting read receipts as your default
If you want read receipts on most of your emails, you can set them as a default instead of requesting them one at a time. In Outlook desktop, go to File > Options > Mail. Scroll down to the Tracking section and check "Always request a read receipt".
Once you've turned this on, every email you send will automatically request a read receipt unless you manually turn it off before sending. You can still disable it for individual messages by unchecking the box in the Options tab before you send.
In Outlook on the web, this option isn't available in settings, so you'll need to request receipts message by message using the three-dot menu.
Why recipients might not send you a receipt
Even if you request a read receipt, the recipient can choose not to send one. In Outlook desktop, they can change their settings so that Outlook always declines read receipt requests, or they can decline each request individually when they open your message. In Outlook on the web, recipients see a prompt asking whether to send the receipt, and they can click "No".
Some organizations also disable read receipts entirely for security or privacy reasons, so requests from those accounts will always fail. If you don't get a receipt back, it doesn't necessarily mean the person didn't read your email — it just means they chose not to send one or their system doesn't support it.
What a read receipt actually shows you
A read receipt confirms only that someone opened your message, not that they read it, understood it, or will act on it. Someone might open an email, see the first line, and delete it without reading further — you'd still get a receipt. This is why read receipts are most useful for time-sensitive messages where you just need to know the person saw it, not whether they comprehended it.
The receipt includes the date and time the message was opened, which can be helpful if you're trying to figure out when someone first saw your request. But if you need to know whether someone actually read and understood your message, a read receipt won't tell you that — you'll need to follow up with a conversation or ask for a response.
When to use read receipts and when to skip them
Read receipts are most useful in work contexts where timing matters: sending a deadline reminder, confirming someone saw an urgent change, or tracking whether a message reached a busy colleague. They're less useful for casual emails, group messages, or situations where you don't need immediate confirmation.
Be aware that some people find read receipt requests intrusive or annoying, especially if you request them on every message. Using them sparingly — only when you genuinely need to know if someone saw something — keeps them from feeling like surveillance. In personal emails or casual work communication, skipping the read receipt request is usually the better choice.
Frequently Asked Questions
Can I see if someone declined to send me a read receipt?
Yes. If a recipient declines or their system doesn't support read receipts, you'll get a notification message saying the read receipt couldn't be delivered. It won't tell you whether they declined on purpose or if their account just doesn't support it, but you'll know you didn't get confirmation.
Does a read receipt work if the recipient uses Gmail or another email provider?
No. Read receipts only work between Outlook accounts. If you send a message to a Gmail address or another non-Outlook email provider, the read receipt request won't function, even if you request one. The recipient won't see the request, and you won't get a notification.
Can I turn off read receipts for emails I receive?
Yes. In Outlook desktop, go to File > Options > Mail > Tracking and uncheck "Always send a read receipt". You can also decline individual requests when you open an email. In Outlook on the web, you'll see a prompt each time someone requests a receipt, and you can click "No" to decline.
What's the difference between a delivery receipt and a read receipt?
A delivery receipt confirms your message reached the recipient's mail server. A read receipt confirms they actually opened it. Delivery receipts are more reliable because they don't depend on the recipient's choices, but they don't tell you if anyone read the message.
If I set read receipts as default, can I turn them off for one message?
Yes. Even if you've set read receipts as your default, you can uncheck "Request a Read Receipt" in the Options tab before sending any individual message. This lets you keep the default on for most emails but skip it when you don't need it.