The most common way to check if someone has read your email is to request a read receipt.
This feature is included in many email clients and sends you a notification when the recipient opens your message.
Requesting a Read Receipt in Outlook
To request a read receipt in Outlook:
Compose a new email.
Click the 'Options' tab.
Under 'Tracking', tick the 'Request a Read Receipt' box.
Send the email as usual.
If the recipient's email client supports read receipts, you'll get a notification when they open your message.
Requesting a Read Receipt in Gmail
To request a read receipt in Gmail:
Open Gmail and click 'Compose' to start a new email.
In the compose window, click the three vertical dots ('More options') in the bottom right corner.
Select 'Request read receipt' from the drop-down menu.
Complete your email and click 'Send.'
When the recipient opens your email, you'll get a notification confirming it was read.
Note: This feature's availability might depend on your Gmail account type (e.g., G Suite accounts) and settings.
Limitations of Read Receipts
There are some downsides to using read receipts:
Many email clients block read receipts by default for privacy.
Recipients can decline to send a read receipt even if they read the message.
Read receipts only confirm the email was opened, not whether its contents were understood.
Read receipts can work, but they're not always reliable and depend on the recipient's cooperation.
Email Tracking Solutions
A more reliable approach is to use an email tracking extension or service.
These tools embed a tiny invisible image into your email's HTML code.
When the recipient opens the email, their email client downloads the tracking image from a server.
This lets the service log that the email was viewed.
Some popular email tracking tools include:
Mailtrack: A widely used Chrome extension for tracking Gmail emails. It offers a free version, and paid plans are available.
SalesHandy: A free option for Gmail users, offering unlimited email tracking and instant notifications. It integrates with Outlook if upgraded to premium.
Gmelius: A premium option for Gmail users that includes email tracking, scheduling, and collaboration tools.
Streak: A CRM-focused tracking solution for Gmail with features like lead tracking and pipeline management.
Mixmax: A Gmail-based productivity tool with email tracking and features like follow-up reminders and Salesforce integration.
If you have technical skills, you can code a tracking image directly into the email's HTML yourself.
Advantages of Email Tracking Extensions
These tools have several advantages:
They work regardless of the recipient's email client settings.
They track email opens automatically without prompting the recipient.
Many provide additional data, like the number of times opened, and location information.
They can track emails forwarded to others.
The downside is they can't guarantee the recipient read or understood the email.
Tracking only confirms the message was displayed in their inbox.
Email Tracking Update: Email tracking using embedded HTML has become harder due to privacy changes by email providers, like Apple, Google, and Yahoo. For sensitive email tracking, use a secure email solution like Mailock.
Secure Email Solutions
Secure email solutions are invaluable when you need to make sure your emails are read in sensitive or high-stakes scenarios.
Key features of secure email solutions:
End-to-End Encryption: Protects email content from unauthorised access—messages are encrypted from outbox to inbox.
Detailed Tracking and Analytics: Tracks when the email was opened, how often it was viewed, and even where it was accessed.
Secure Recipient Verification: Confirms the recipient's identity using methods like digital signatures or multi-factor authentication.
"Secure email solutions can enhance data protection and provide tracking insights for important messages."
Sabrina McClune is a Women in Tech Excellence 2022 finalist who writes extensively on cybersecurity, digital transformation, data protection, and digital identity. With a postgraduate degree in Digital Marketing (Distinction) and a First-Class Honours degree in English, she combines a strong academic foundation with professional expertise. At Beyond Encryption, Sabrina develops research-led content that supports financial and technology sectors navigating the complexities of the digital age.