Email has become an indispensable part of our daily routines. We use it for work, to connect with loved ones, socialize, get news updates, and lots more.
But if you’ve sent out an email and are waiting for a reply – the anxiety can be palpable.
Questions like, “Have they received my email?” or “Did it get lost among other messages” will involuntarily be running through your head.
At times like these, you may find yourself in a dilemma. Should you patiently wait a bit longer for a reply? Or is it time to send another email? Maybe you could try an email with a different, catchier subject line – just to be on the safe side. Or a polite follow-up to check if the previous email was received?
But let’s not rush things.
There are actually easy ways to know if someone opened and read your email. The most common of them are:
- Read receipts;
- Email tracking software;
- Embedded links.
And this is what we will be looking into today. We’ll explain in detail how you can check if your emails have been read. We will also look into the pros and cons of using read receipts, email tracking software and embedded links.
How to Tell if an Email Has Been Read
Let’s start by looking into how you can check if your email has been read on Gmail, Outlook, and Yahoo Mail.
Gmail read receipt
Here’s how to add read receipt in Gmail:
Enable read receipts (for G Suite users only)
- Gmail’s native read receipt feature is available only for G Suite (now Google Workspace) accounts. This is because it’s typically used by businesses and educational institutions – but not really personal Gmail users.
- If you’re an administrator, you can enable read receipts for your organization. Here’s how:
Go to the Admin console.
Navigate to Apps > G Suite > Settings for Gmail > Advanced settings.
Next, enable “Email read receipts.”
- Once this feature is enabled, you will be able to request a read receipt. Here’s how:
Click the More options (three dots) button at the bottom of the Compose window.
Select “Request read receipt.”
Using third-party extensions
If you are a personal Gmail user, you can use third-party extensions to do the same. Popular options include Mailtrack, Boomerang, or Bananatag. The way these services work is by adding a tracking pixel to your sent emails. They can then notify you when the sent email is opened. If you want to use a third-party extension like this, head to the Chrome Web Store (or other relevant browser store) and sign up for the service.
Once you’ve installed the app, go about your business as usual. The extension will now automatically track your email. When your email is opened, you will receive a notification.
Outlook read receipt
- Request a read receipt for individual emails
As you compose your email, click on “Options”. Next, select “Request a Read Receipt.”
If you do this, recipients will be prompted to send a receipt when they open the email. However, keep in mind that the recipient can always decline to send a read receipt.
- Automatic read receipts for all emails
- Go to File > Options > Mail.
- Under the Tracking section, check the box for “Delivery receipt confirming the message was delivered to the recipient’s e-mail server” and “Read receipt confirming the recipient viewed the message.”
- This will request read receipts for all emails you send.
Yahoo Mail read receipt
Yahoo Mail does not offer a built-in read receipt feature. If you are looking for read receipt functionality, you will need to use third-party email tracking software that is compatible with Yahoo Mail. Setting this up will be similar to how we’ve done this with Gmail above:
- Choose a third-party email tracking service.
- Install the needed browser extension/software.
- Go about sending your emails as usual and keep an eye out for read notifications.
Additional notes
- Privacy considerations: Keep in mind that not all recipients like being tracked. Some may consider this an invasion of privacy. Always use read receipts and email tracking responsibly and considerately.
- Recipient’s email client: How effective email tracking will be depends on the email client and settings your recipients will be using. Some email clients give users the option to block the sending of read receipts or to block tracking pixels.
- Legal and ethical use: Make sure that the way you use read receipts and email tracking complies with all relevant laws and regulations in your location.
How to Tell if an Email Has Been Read Using Email Tracking Software
Can you tell if an email has been read without a read receipt?
The answer is yes.
For this, you will need to use email tracking software. This is actually a more comprehensive solution to checking how your emails are doing compared to traditional read receipts. And you will be getting a lot more information: email opens, link clicks, and even how long a recipient spent reading your email.
How email tracking works
Email tracking software works by embedding a tiny, invisible image pixel into the emails you send. When someone opens the email, the pixel loads and sends a notification back to the server. You will then get an alert that your email has been read.
Some tools can also track link clicks within the email. This will give you even more information on subscriber engagement.
Setting up email tracking
- Choose an email tracking tool: Go with the tool that best fits your needs. Consider price, features, and compatibility with your email client.
- Install the tool: You may need to add a browser extension, integrate the tool with your email client, or both.
- Compose and send tracked emails: Most tools automatically start tracking all emails after you have installed it. But some tools will let you choose which emails you want to track on a case-by-case basis.
Popular email tracking tools
Below are some of the most widely used email tracking tools:
- Mailtrack is an easy-to-use tool for Gmail users. It offers basic open tracking with free and paid plans. The free version includes the “Sent with Mailtrack” signature. With the paid version, you get extra features like link tracking and daily reports.
- HubSpot sales offers email tracking as part of a broader suite of sales productivity tools. It integrates with Gmail, Outlook, and other email clients. HubSpot’s free plan includes email open and click notifications, while the paid plan provides more advanced CRM features.
- Yesware is designed for sales teams that integrates with Gmail and Outlook. It goes beyond just email tracking and also includes templates, meeting scheduling, and reporting. After a free trial, you will need to subscribe.
- Boomerang is available for Gmail and offers read receipts, email scheduling, and follow-up reminders. The read receipt feature is part of the paid plan. It also includes AI-powered email writing assistance.
- BananaTag is designed for internal communications tracking. It works with Gmail, Outlook, and other clients through its desktop application. It’s particularly suited for tracking email campaigns and newsletters, with detailed analytics and reporting.
- Streak is a CRM built into Gmail. It offers email tracking alongside a host of CRM features like pipeline management and email scheduling. It’s a good choice for those who want to manage sales or support pipelines directly within Gmail.
Best practices for email tracking
- Transparency: Consider informing recipients that you’re using email tracking, especially in professional contexts. This can help maintain trust and respect for privacy.
- Use data wisely: Use insights from email tracking to improve your communication strategy, such as optimizing email send times or tailoring follow-up messages.
- Respect privacy: Be mindful of privacy laws and regulations, such as GDPR in Europe, which may require consent for tracking emails.
How to Tell if an Email Has Been Read Using Embedded Links
Another way to tell if your email has been read is by using embedded links. This way, you can also get insights beyond simple open rates.
This technique involves including clickable URLs in your email. When the link is clicked, it shows that the recipient has not only opened your email but also engaged with it.
Here’s how you can use embedded links to track email engagement:
Step 1: Choose a URL shortening and tracking service
First, select a URL shortening and tracking service. These platforms convert long URLs into shorter links that are easier to share and, importantly, track when clicked. Some popular options include:
- Bitly: Offers link tracking and analytics, showing how many times a link was clicked, from which geographic locations, and on what types of devices.
- TinyURL: Provides basic link shortening and tracking features.
- Google’s campaign URL builder: Useful for adding UTM parameters to links for detailed tracking via Google Analytics.
Choose a service that fits your needs. Look into factors like cost (many offer free basic services), ease of use, and the depth of analytics provided.
Step 2: Create and embed your tracked links
Once you’ve chosen a service, create a tracked link by entering the URL you wish to share into the service’s platform. The service will then generate a shortened version of the URL, which will also include tracking capabilities.
Go on to embed these shortened links into the body of your email. You can do this by hyperlinking text or images in your email to the shortened URL.
Step 3: Send your email
Once you’ve embedded the tracked links into your email, send it to your recipient(s) as you normally would. Ensure your email content encourages the recipient to click on the link for more information or a related action, which will naturally lead to higher engagement rates.
Step 4: Monitor clicks and engagement
Monitor the performance of your links through the dashboard of the URL shortening and tracking service you used. You’ll be able to see how many times each link was clicked, when, and possibly more detailed information depending on the service. This data not only confirms that your email was read but also provides insight into the recipient’s level of interest and engagement with the content.
Best practices for using embedded links to track email reads
- Provide value: Make sure the links you include in your email are relevant and provide value to your subscribers. This will increase the likelihood of them clicking.
- Privacy considerations: Be mindful of privacy and transparency. Consider adding a note that you are using tracking links to make sure your subscribers are in the know.
- Avoid overuse: Too many links can overwhelm your audience or come across as spammy. Use them wisely to only highlight the most important content or actions.
- Combine with other methods: For a more comprehensive look into email engagement. Consider combining link tracking with other methods like email tracking software or read receipts.
How to Tell if Someone Read Your Email Without Read Receipts
These extra strategies offer creative ways to check if your email has been read:
- Asking for confirmation: This involves directly requesting that the recipient confirms that they have received and read your email. It can be as simple as a line at the end of your email asking for a brief confirmation reply.
- Use of collaborative tools: You can add links to platforms like Google Docs, Dropbox Paper, or Microsoft OneDrive to your email. You can then track if the recipient of your email has accessed the document. These platforms typica;;y show viewer activity and provide indirect evidence that your email led the reader to the document.
- Engagement hooks: Design your emails to prompt a response by including questions or calls to action. While not a direct indicator of the email being read, responses to these prompts can confirm engagement and interest.
- Social media and messaging apps: Following up via alternative communication channels where read receipts are more visible (like LinkedIn or WhatsApp) can also hint at whether your initial email was noticed. This approach requires careful consideration of the recipient’s privacy and the appropriateness of using such channels for follow-up.
To Sum Up
Most of us want to know if our emails have been read. And there are quick and efficient ways to do that. Use read receipts, tracking software, or tracked links for direct feedback.
Or, try using collaborative tools, asking for a quick reply, or adding engagement hooks for indirect clues.