OL2000: (CW) Tracking the Delivery and Reading of E-mail Messages

ID: Q197067

The information in this article applies to:
  • Microsoft Outlook 2000


NOTE: These procedures only apply if you have installed Outlook with the Corporate Workgroup/Other option. This option allows you to use Messaging Application Programming Interface (MAPI) services. To determine your installation type, on the Help Menu click About Microsoft Outlook. In About Microsoft Outlook you should see "Corporate" if you have the Corporate Workgroup installation.

SUMMARY

Microsoft Outlook 2000 has the ability to track the delivery and reading of e-mail messages sent to various recipients. This feature uses notification messages sent by the recipient's e-mail system. These notification messages can be logged to the original message's tracking page.

This tracking feature depends upon the e-mail software used by the recipient, the setting of options in Outlook, and the proper handling of the incoming notification messages. This article describes the conditions and requirements for proper operation of Outlook's message tracking feature.


MORE INFORMATION

To use the complete functionality of the receipt tracking feature the message recipient's mail server must be capable of sending these receipts. Some mail servers send no delivery or read information; others send a generic report in the form of a plain mail message. The Outlook tracking feature will not recognize these as receipt notifications so they will not be added to the message's tracking page. Microsoft Exchange Server provides full message tracking capabilities.

Request Delivery or Read Notification on a Specific Message



To request delivery or read notification on a specific message, follow these steps:

  1. Open a new mail message.


  2. On the View menu, click Options, and click to select the desired Tracking options check boxes.


  3. Click close.


Request Delivery or Read Notification on All Mail Messages



To request delivery or read notification on all mail messages, follow these steps:

  1. On the Tools menu, click Options, and then click the Preferences tab. Click E-mail Options.


  2. Click Tracking Options, and click to select the desired Tracking options check boxes.


  3. Click OK.


Processing Notification Messages



The incoming notification messages will be logged to the original message in the Sent Items folder on its tracking page. This logging process can be manually or automatically initiated.

Manual Logging of Notification Messages



A notification message will be manually logged if it is opened or deleted. There is no way to disable logging if the notification message is manually opened or deleted. However, deletion of the notification message by an Inbox rule will not log the message.

NOTE: Deleting a large number of notification messages, for example from a message sent to a large alias can be slow due to the necessity of opening the sent message for each notification.

Automatic Logging of Notification Messages



The following conditions are required for automatic processing of notification messages:

  • You must not manually move the sent message from the Sent Items folder. However, you may move it by invoking the option to save replies with original message.


  • You must not move the notification receipt from the default Inbox until it is processed.


  • There must be 30 to 60 seconds of idle time on your computer before the automatic processing will activate. Any keyboard or mouse movement will interrupt this idle time.


Set Automatic Processing Options



To set automatic processing options, follow these steps:

  1. On the Tools menu, click Options, and then click the Preferences tab. Click E-mail options.


  2. Click Tracking Options and click to select the "Process receipts on arrival" check box.


The incoming notification message will be automatically logged to the sent message's tracking page. After being logged it will be moved to another folder if that option is chosen.

Invoke the Option to Save Replies With Original Message



To invoke the option to save replied with the original message, follow these steps:

  1. On the Tools menu, click Options.


  2. On the Preferences tab, click E-mail Options.


  3. Click Advanced E-mail Options and click to select the "In folders other than the Inbox, save replies with original message" check box.


Message Tracking Limitations



  • Only e-mail messages will be tracked. Outlook does not track Meeting Request or Task Request messages.


  • If the Original message is digitally encrypted, it cannot be tracked.


Additional query words:

Keywords : MsgSend GnlFilem
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbhowto


Last Reviewed: May 14, 1999
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