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OUTLOOK - TRACKING AND RECALL

Topics:

• Tracking Feature in Outlook 2007
• • Differences Between Outlook and Groupwise
  • The Tracking Tab
  • Read Receipt
  • Turning Tracking on for a Single Email
  • Turn the Tracking Feature on for All Messages
• Recall Feature in Outlook 2007

Tracking Feature in Outlook 2007

The tracking feature in Outlook 2007 is different than GroupWise, and it can be turned on for a single email message (recommended) or for all emails (not recommended).

Differences Between Outlook and GroupWise

• GroupWise delivery notification and message read status were tracked "behind the scenes" on the Properties page of the email message you sent.
• In Outlook, delivery status and message read status are returned in email messages.
• The tracking feature is not turned on by default in Outlook like it was in GroupWise.
• You will receive an email response for every message that you request a delivery status or read receipt.
• • For example, if you send a message to 50 people and track delivery status, you'll get 50 delivery receipt email messages back.
  • If you also decide to track message read status, you will get even more email messages back!

The Tracking Tab

• Even though you'll get an email back from each recipient, you only have to open one of those messages for tracking information to be tracked within the sent email.
• • The tracking tab on the sent email will allow you to see delivery status and read status in one place.
  • However, you will still receive email messages from each recipient!

Read Receipt

• Whether a person has read your message or not is no longer tracked "behind the scenes" as it was in GroupWise.
• When you send an email and want to know if the recipient read it, you must request a read receipt.
• You can turn on read receipt for all messages (not recommended) or just for a particular message.
• The recipient will be prompted to send the read receipt and has the option to accept or deny that request.
• • The recipient has a choice whether to let you know they read the message or not!

Warning!:

• Know what happens when you check
• • If you check the box and click Yes, you will always send a read receipt, without seeing that window pop up every time.
  • If you check the box and click No, you will never get asked for read receipt and you will not send a read receipt again.
• To reset:
• • Go to Tools -> Options -> Preferences -> Email Options -> Tracking Options.

Turning Tracking on for a Single Email

• Click on the Options tab.
• Check the option you wish to track: Delivery and/or Read Receipt
• • You will need to do this BEFORE you send the message!
  • You cannot turn tracking on after the message has been sent.

Turn the Tracking Feature on for All Messages

If you ALWAYS want to get Delivery and/or Read Receipts:

• Go to the Tools menu and choose Options.
• On the Preferences tab, click on Email Options.

• On the Email Options window, click on Tracking Options.

• Select the options you would like to have as default and click OK.

• The sender will get a message in their inbox stating that the message was delivered or read for each recipient.

Recall Feature in Outlook 2007

WARNING!: Message recall is no longer silent!

Outlook 2007 allows you to recall messages sent to other Exchange users who have not read or moved the message yet.

• To recall a message, first open the sent message from your Sent Items folder.
• Click on the Other Actions button on the ribbon.
• Click Recall This Message.

• Outlook sends the recipient a second email (a recall request message) letting them know that the original message is being recalled.
• • If the recipient clicks on the recall request message first, both that message and the original message will be removed from the recipient's mailbox.
  • If the recipient clicks on the original message first instead of the recall request message, the recall will fail.
  • After a period of time, if neither the original message nor the recall request message has been opened, they will both disappear from the recipient's mailbox.
• Outlook sends the person recalling the message a notification informing them whether the message recall succeeds or fails.
• The notification appears in your inbox as a message with the subject Message Recall Success or Message Recall Failure.
• • When you recall a message, a Tracking page is added to the original message in the Sent Items folder.