What read receipts do and how to find them
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 recipient opened it — but only if their Outlook settings allow it. The recipient can refuse to send a read receipt, so you will not always get one even if you request it.
Read receipts work differently depending on whether you use Outlook on the web, Outlook desktop for Windows, or Outlook for Mac. The steps to request one are slightly different in each version, but the basic idea is the same: you mark the message before sending it, and Outlook handles the rest.
Not every email needs a read receipt. They are most useful for time-sensitive messages, meeting invitations, or anything where you genuinely need to know whether someone has seen it. Overusing them can annoy recipients, especially in a workplace where people are already managing dozens of emails a day.
Key Takeaways
- Read receipts only work if the recipient's Outlook settings allow them — many people turn them off, so you may not always get a response.
- In Outlook on the web, click the three dots in the compose window and select "Request a read receipt" before sending.
- In Outlook desktop for Windows, go to the Options tab in the ribbon and check "Request a Read Receipt" in the compose window.
- On Outlook for Mac, use the Message menu and select "Request Read Receipt" while composing the email.
- Read receipts are one-time requests per message — you cannot set them to turn on automatically for all your emails.
How to request a read receipt in Outlook on the web
Open Outlook in your web browser and start composing a new email. Fill in the recipient's address and your subject line as usual. Before you send, look for the three dots (more options menu) in the bottom toolbar of the compose window — it is usually on the right side, next to the Send button.
Click those three dots and a dropdown menu will appear. Look for the option that says "Request a read receipt" and click it. A small checkmark or indicator will show that the read receipt request is now active for this email. Then send the message normally. When the recipient opens it, Outlook will send you a notification email confirming they have read it.
How to request a read receipt in Outlook for Windows
Start a new email in Outlook desktop. In the ribbon at the top of the compose window, click the Options tab. On the left side of the Options ribbon, you will see a section labeled "Tracking." Inside that section is a checkbox for "Request a Read Receipt" — click it to turn it on.
Once you check that box, the read receipt request is attached to this email. You will see a small indicator showing it is active. Complete your email and send it as normal. The recipient will not see any obvious sign that you requested a read receipt, but if their settings allow it, you will get a notification when they open the message.
How to request a read receipt in Outlook for Mac
Open a new email in Outlook for Mac and fill in the recipient and subject. At the top of your screen, click the Message menu in the menu bar. A dropdown will appear with several options. Look for "Request Read Receipt" and click it.
A checkmark will appear next to that option, showing the read receipt is now requested for this message. Send your email normally. If the recipient's Outlook settings permit read receipts, you will receive a notification when they open the email.
What happens when a read receipt is sent back to you
When a recipient opens an email you sent with a read receipt request, Outlook automatically generates a notification and sends it to your inbox. This notification arrives as a separate email message with a subject line like "Read: [Original Subject Line]." It will include the recipient's name, email address, and the date and time they opened the message.
Read receipts appear in your inbox just like regular emails, so you can file them, delete them, or leave them for reference. Some people create a folder specifically for read receipts if they use them frequently. Keep in mind that a read receipt only means the email was opened — it does not mean the recipient actually read the entire message or understood it.
Why you might not get a read receipt even if you request one
The most common reason you will not receive a read receipt is that the recipient's Outlook settings are configured to decline them. Many organizations and individual users turn off read receipts because they consider them intrusive or because they do not want to send notifications every time they open an email. This is a personal choice, and there is no way to override it.
Another reason is that the recipient may use a different email client entirely — Gmail, Apple Mail, or another program — and those systems may not support Outlook read receipts. If you send a message to someone outside your organization, there is a higher chance they will not be able to send a read receipt back.
Finally, if the recipient deletes your email without opening it, you will not get a read receipt. Read receipts only trigger when the message is actually opened in the preview pane or in full view.
How to turn off read receipts for emails you receive
If you do not want to send read receipts when others request them, you can change your Outlook settings. In Outlook on the web, go to Settings (the gear icon) and select "View all Outlook settings." Navigate to Mail and then Compose and Reply. Look for the option about read receipts and choose "Never send a read receipt" or "Always ask me."
In Outlook for Windows, go to File, then Options, then Mail. Scroll down to the Tracking section and you will see options for how to handle read receipt requests. You can choose to always decline them, always send them, or be asked each time. In Outlook for Mac, go to Outlook menu, Preferences, and then Accounts. Select your email account and click Advanced. Look for the read receipt settings there.
Frequently Asked Questions
Can I request a read receipt for an email I already sent?
No. Read receipts must be requested before you send the email. Once a message is in the recipient's inbox, you cannot go back and add a read receipt request to it. If you need to know whether someone read an earlier email, you will have to send a follow-up message with a read receipt request.
Will the recipient know I requested a read receipt?
Not necessarily. Outlook does not put an obvious banner in the email saying you requested one. However, some email clients do show a notification, and tech-savvy users may notice the request in the message headers. If you want to be transparent, it is better to simply ask the person directly in the email body.
What if I request a read receipt but the person says they never got a notification?
Their Outlook settings may be set to decline read receipts without notifying them. They may also have deleted the email without opening it, or they may use a different email program that does not support read receipts. The safest approach is to ask them directly to confirm they received and read your message.
Can I set read receipts to turn on automatically for all my emails?
Outlook does not have a built-in option to request read receipts on every email automatically. You have to request them one message at a time. If you find yourself needing read receipts frequently, consider whether a different communication method — like a meeting request or instant message — might work better for your situation.
Do read receipts work with email forwarding or distribution lists?
Read receipts can be unpredictable with forwarded emails and distribution lists. If you send to a distribution list, you may get read receipts from some members but not others, depending on their individual settings. Forwarded emails typically do not carry the original read receipt request forward.