How to Prove an Email was Received?

Almost everyone has had the experience of someone saying they sent you an email, but you haven’t seen it in your inbox. As far as you know, you never got it. The request to confirm or deny that the intended recipient got an email of interest has been made innumerable times.

But one needs to realise, clicking “Send” does not always ensure that the email will be sent to the receiver. You may have sent a crucial email to your boss, an important client, or a subordinate, which they might have never received, causing long delays on both ends, leading to Ill utilisation of time. Hence, you may want to stop waiting and learn how to verify if the emails you sent were received on the other end.

You can act promptly and appropriately if you know whether your email is being viewed in real time. It increases productivity, helps you respond quickly, and spares you both energy and time by eliminating the need to send follow-up emails. Therefore, you have a better grasp of the emails that you send if you know how to determine whether someone viewed them after you sent them.

There are several ways in which one can find out if the email you sent was received on the other end or not.

Gmail read receipt

Gmail includes a function that allows you to see if the recipient of your email has opened it. Google uses a technique known as a web beacon — which is invisible to the recipient — to do this.

The beacon automatically downloads the email and alerts the sender to its status if they open it. It would be you in this instance. Please take note that reading receipts is not instantly enabled. Therefore, unless you have chosen to use the service, you are unable to obtain a read receipt.

Insert an image tag in the email’s HTML.

In many ways, it is identical to a tracking pixel. It gathers information about the email’s path when you place the picture within the HTML portion of the email you wish to monitor.

An image tag does not require permissions, although Gmail read receipts may occasionally require recipients’ consent based on the administrative configuration.

However, to enter an image element, you must at least have a basic understanding of HTML code. You also need to take care of data security issues. Image tags are quite useful, but if they are not encrypted, they might jeopardize the data of both you and the receiver. There is some danger involved, even if you would like to know whether your email has been opened.

Outlook delivery and read receipts request

In Outlook, a receipt may be returned in one of two ways: either when it is delivered or after it has been read. For the first option, you won’t receive a receipt until an email is sent. Even if the message just says that it is in someone’s inbox unread, it is still very important for the monitoring process.

To see if the email has been read, use the second option. To use the return receipt feature in Outlook, choose Options from the main menu while you’re writing your message. Obtain a delivery receipt if all you want to know is when your communication is delivered. Additionally, ask for a receipt if you want to be notified after the recipient has finished reading the message. You can make both requests.

However, there are drawbacks to email tracking. You may not receive an acknowledgment even after seeking one because certain email platforms allow the receiver to reject the request for a return receipt. The receipt function is not supported by all email systems. Some receivers believe it to be a privacy violation.

While Outlook, Gmail, and other traditional techniques work well in a casual or business setting, they fall short when dealing with sensitive digital data. They are not always dependable when it comes to read recipients, hence one needs to pivot towards more professional and reliable techniques, especially if the emails involved are highly confidential, involved in legal disputes, audits, or criminal investigations. They need to be handled with the highest level of precision.

Hence, in order to deal with sensitive and confidential data, one needs to choose a highly proficient best email forensics software like MailXaminer by SysTools.

The software provides Intelligence for Advanced Link Analysis.

As it uses the tool’s built-in advanced link analysis method to visualize, examine, and look into the communications between any combination of users. Research the emails and knowledge shared, and quickly determine the connection between the users.

Utilizing Advanced Search Operators to discover relationships between several people. One can also use the keywords to analyze and display their email correspondence.

Find Evidence Easily

Amazing features like multiple search options, search criteria and filters, search result menu option, and support for multi-language search are shown by the software when it has finished scanning the supplied email data file. By choosing many search choices, the investigating officers will be able to use the Powerful Search Mechanism, which allows them to put a suspected term in the search box. The program then looks for that particular term in all of the emails and attachments and shows the results.

Mark Your Crucial Emails for Easy Access

When working with a large dataset in email forensics, email tagging or tags are crucial. In forensic investigations, an evidence tag is used to categorize digital data. Sorting the evidence data according to the investigation point of view is helpful.

For instance, when reviewing files containing a lot of emails, examiners occasionally discover a small number of emails that contain important information. The researcher can then use the Tagging Label to identify the data as “Important.” The investigator will find it easier to classify the questionable emails in one location using this label.

Designated as a Privilege to Limit the Evidence

The idea of sharing privilege is employed to safeguard sensitive data. It assists the custodian in maintaining confidentiality and refusing to release sensitive information. Email evidence gathered over the course of the inquiry may also include private and personal information; disclosing this material might result in major problems.

Investigators offer privileged access to evidence to prevent such circumstances. In order to prevent others from performing certain activities on the privileged email evidence, only the relevant individual will be able to view it.

Find Secret Proof in Calendars

The enhanced Calendar analysis tool is used to examine the calendars of email programs such as Lotus Notes, Exchange, Microsoft Outlook, and others.

Numerous advanced parameters are made possible by this calendar analysis mechanism, which allows for the investigation of the suspect’s appointments and meetings.

Analysis of Evidence Files with Various Mail and Attachment View Options

It assists in obtaining solid evidence with comprehensive details. The user may quickly extract the email header, information, text, and structure from large volumes of emails by using various preview modes. The tool’s Message View lets you see emails with all of their front-end attributes, including Path, From, To, Cc, Bcc, Subject, and more. It demonstrates the key elements of the email that might be used as evidence.

Multiple Platforms for Loading

Evidence may be loaded via offline mail clients, cloud platforms, disk images, messengers, and more. Increasing the compatibility of the software with the digital email data, making it easy to analyse and trace the email.

Provision of a timeline analysis

An important method for recreating and examining chronological events is timeline analysis. Within a digital system, these events may be examined to uncover spyware, emails, suspicious attachments, security problems, and illegal access, among other things.

Investigators primarily employ timeline analysis for a variety of goals, most of which include gathering data within a certain time range. This aids in locating the significant occurrences that could point to a breach, questionable behavior, illegal access, or the theft of information.

Strong Mechanism for Forensic Email Search

Investigators may swiftly and precisely find relevant proof in email data thanks to the technology. It facilitates the discovery of important participants, entities, and communication patterns, enabling a thorough comprehension of the case.

Additionally, the search function makes it possible to uncover information that is hidden in email exchanges. Investigators can spot secret conversations, coded signals, or attempts to hide important information by concentrating on particular terms. By lowering the amount of data that has to be examined, this expedites the investigative process and preserves its integrity while saving time and money.

Hence, even if you are just curious or would like to know whether your email was read, regardless of whether it was sent for work or personal reasons. You don’t have to keep guessing, though, because there are methods for doing this. You may utilize the read receipt approach to keep track of a few emails. But an email tracker service will work better for you if you’re seeking a more easy way with more data.