Keeping track of sent items

[Eugen_Denoes]

Dear group,



I am a managerial position where I send more than 60 mails a day. I have to keep track of a lot of deliverables from resources and stakeholders, and it can be quite time consuming to keep track, of who hasn't responded to the mails that I've sent.

As far as I know, Outlook (2003, 2007 & 2010) doesn't have a good way of helping me with this.

What do you propose that I do and am I wrong about Outlook not being able to help efficiently?

Your help is greatly appreciated!

J.

[Astro123]

Hi Eugen,

You can attach a "delivery" and/or "read" receipt request to every email you send.
In Oulook 2010 this can be found @:
open a new mail-goto options(on the ribbon at the top of the new mail) there you will see two boxes just tick them and you will get a receipt mailed to you every time the sent mail is received/read.
So to keep track of who has received you'r mails easily you then need to create a folder in outlook called reciepts then create a rule to move all received receipts into the receipt folder. Then in the folder you will have an easy to see list of who has received and read you'r mails.
Perhaps switching to conversation view@
in outlook 2010 choose view from the ribbon and select "show as conversation" is an option for you as well.

If you can't create rules or find any of the things I mentioned then let me know and we can go through it blow for blow

[Eugen_Denoes]

This only let's me know it the massage has been received or read; I want to be able to see the emails that I've sent, that no one replied to. For instance being able to generate a list of all the emails that I've sent, that I never got a reply to. When you, like I, send 60 - 80 mails per day, it would be be nice to be able to say "Hey Bob, I sent you an email 5 days ago, who come you haven't answered", without having to do some serious digging.

Any more ideas?

[Astro123]

Hi Eugen,

I understand your problem and I see your point but what you must understand is that you are asking for something that has NOT been sent to be highlighted, as far as I know there is no way to do this as yet although what you have asked for is would be a great feature in outlook.
The only thing I know of is the conversation mode in outlook 2010 that keeps all mails with the same header (subject) bunched together, having said that conversation mode is only mails that have been sent.
You can check this link fom Microsoft for more on the coversation mode.....but I dont know of anyway to highlight a non-response.
You said you are a manager....does your IT team have any suggestions?

Good luck and if you get an answer please post it here so we can see it...thanks

[Eugen_Denoes]

You are partially correct, but there simply must be a way to find something trackable in outgoing mails, then scan for it on incoming mails and the pair the mails that correspond - Microsoft must have the resources to design such feature!

ED.

Originally Posted by Astro123

Hi Eugen,

I understand your problem and I see your point but what you must understand is that you are asking for something that has NOT been sent to be highlighted, as far as I know there is no way to do this as yet although what you have asked for is would be a great feature in outlook.
The only thing I know of is the conversation mode in outlook 2010 that keeps all mails with the same header (subject) bunched together, having said that conversation mode is only mails that have been sent.
You can check this link fom Microsoft for more on the coversation mode.....but I dont know of anyway to highlight a non-response.
You said you are a manager....does your IT team have any suggestions?

Good luck and if you get an answer please post it here so we can see it...thanks

[Kaneto]

Unfortunately Outlook simply doesn't have this capability. The feature you're looking for is typically more the realm of Contact Resource Management software. Microsoft does have the resources to design the feature you're asking for, and it pretty much exists in the Microsoft Dynamics CRM product. Dynamics CRM is able to integrate with Outlook and attach tracking codes to emails sent to contacts that are tracked within CRM. When a recipient replies to an email, it can be automatically recorded within CRM under that contact's record.

Other CRM programs such as ACT and Salesforce have similar capabilities. Dynamics CRM does have an advantage in that it is able to integrate more closely with Outlook, and can actually be accessed directly from Outlook through it's Outlook plugin.

While Outlook can be considered pretty advanced and capable for an email application, it is still at it's heart a personal email/scheduling application. The tracking you need is where more advanced contact management programs come in.

-SW

[Eugen_Denoes]

I understand from the posts so far, that Outlook currently doesn't support what I need, without flagging all (or select) outgoing emails, which would really help much. I also understand that current CRM applications can do this, so potentially it could be a feature in future versions of Outlook.

I know that many people have many "great" ideas, that, in their opinion, should be included in the Microsoft Office Suite, but I firmly believe that this actually has potential. Modern emailing is all about being efficient, and being able to keep track of inquiries and answers would certainly help you do that.

Thanks for your replies,

ED

Originally Posted by Kaneto

Unfortunately Outlook simply doesn't have this capability. The feature you're looking for is typically more the realm of Contact Resource Management software. Microsoft does have the resources to design the feature you're asking for, and it pretty much exists in the Microsoft Dynamics CRM product. Dynamics CRM is able to integrate with Outlook and attach tracking codes to emails sent to contacts that are tracked within CRM. When a recipient replies to an email, it can be automatically recorded within CRM under that contact's record.

Other CRM programs such as ACT and Salesforce have similar capabilities. Dynamics CRM does have an advantage in that it is able to integrate more closely with Outlook, and can actually be accessed directly from Outlook through it's Outlook plugin.

While Outlook can be considered pretty advanced and capable for an email application, it is still at it's heart a personal email/scheduling application. The tracking you need is where more advanced contact management programs come in.

-SW

[lisalochbaum]

I am looking for a toool to track responses to my email as well. Please let me know when you find something!

[EasyTyler]

Hi all,

I'm new to the forum - so rather than start a new thread - I noticed this one. I too want to go through sent items and identify ones that the intended recipient hasn't responded to.

I have two members of middle management who are the main culprits. Let's say Boy1 and GirlA, so rather than have Outlook trawl through my sent items, I have specific parameters I wanted to check - ie find all the messages I've sent Boy1 in the last 60 days (our retention policy is 60 days so I need to run this at least once a month), and list them out or if possible export the Subject to a file etc...

Is this at all possible?

I noticed this thread for the inverse - ie find emails that I've not responded to:

https://www.msofficeforums.com/outlo...e-replied.html

But I'm not clever enough to know if it's possible to invert

Please help!