How to setup Outlook and Outlook Web Access (OWA) to give a send receipt and a read receipt (Options)

Transcription

1 How to setup Outlook and Outlook Web Access (OWA) to give a send receipt and a read receipt (Options) Versions: Outlook 2003 and OWA 2003 Purpose: To show how a user can setup an message such that they will get a notification that their message has not only been sent but also been read. This information can be saved to ensure the user that the message was sent successfully and that is has been at least read by the recipient. Procedure: To setup a send and read receipt you simply have to start outlook or OWA and start a new (see the figures below): Outlook 1 of 5 3/21/2007

2 OWA 2 of 5 3/21/2007

3 You will notice at the top of both screens there is an Options selection Outlook 2003: When you click on Options in Outlook the following screen will appear: 3 of 5 3/21/2007

4 As you can see there are many options that can be selected we will go through each one: Importance - allows you to mark the message as important these messages will be tagged with a down blue arrow( ) for Low Importance, nothing for Normal Importance and a red exclamation point ( ) for high Importance. Sensitivity Advises (does not control what they can do with the message) the recipient that the message is one of the following: o Private means that the recipient will see "Please treat this as Private" in the InfoBar of the message you send. o Personal means that the recipient will see "Please treat this as Personal" in the InfoBar of the message you send. o Confidential means that the recipient will see "Please treat this as Confidential" in the InfoBar of the message you send. Use Voting Buttons You can setup buttons in your that will ask the recipient a question and then provide a response back to the sender in the form of an . Request a delivery receipt for this message tells the sender that the has made it through to the recipient s server. This is useful if we are having network or problems and you want to make sure that the delivery was successful. Request a read receipt for this message tells the sender that the has been opened by the recipient. Sometimes recipients are given the option to send back read receipts or not depending on their client and can therefore answer no to this prompt. Have replies sent to allows you to designate a user that will get a reply to this that could be different than the sender. This is useful if you are sending an for someone else but want the recipient to reply to the other person. Save sent messages to This option allows you to save the sent message in any folder that is currently setup in Outlook. Do not deliver before This option allows the sender to postpone sending a message until a later date and time. For instance if you are setting up reminders for a certain meeting this can be used. Expires after The message will show up as normal in the recipient s inbox until the expiration time and then it will show up with a line through it. If the user does not check their before the expiration time then the will be deleted and never delivered. 4 of 5 3/21/2007

5 The Options within OWA are similar however the importance buttons are located outside of the Options dialog and it does not allow postponed sending. Again the options are exactly the same however as the Outlook version. 5 of 5 3/21/2007