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🔰 Microsoft Viva Insights Infographic: How to know the open rate of an email and attachement
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With Viva Insights, how can I know how many people read and opened an attachment in an email I sent internally?
Context :
I am not a strong advocate of internal email communication in an organisation. However, people often ask me how they can easily confirm that a document or email has been read without having to ask the person directly.
So I looked into it and discovered a feature in Viva Insights that I didn't know about that would answer this question perfectly.
Solution
Inline Suggestions in Outlook are short data and AI-driven notifications that appear in Outlook while you are either reading or writing an email or meeting invitation.
These inline suggestions are actually mini virtual assistants that help you keep track of your daily tasks. As of today, there are 8 inline suggestions available and the one that interests us is "Track email open rate".
To get this feature, you need 3 conditions :
- Your administrator must have configured the "Insights Outlook add-in and inline suggestions" option on a global level.
- Your organisation must have assigned you a Viva Insights subscription
- You must have added the Viva Insights add-in to Outlook (web or desktop version).
Once these conditions are met, when you send an email, Viva Insights can tell you how many people opened your email and the average time they spent reading it, and it can also tell you how many email recipients opened a document you shared in the email as a link or as an attachment (documents stored in SharePoint or OneDrive for Business).
You can get this data by opening the Viva Insights window associated with the email. The results are shown as a percentage. You can also see if anyone has forwarded the email.
The percentages are displayed on a scale between 25% and 75% if the number of recipients is up to 10 people. If there are more than 10 people, the percentages are displayed on a scale between 10% and 95%.
8 things to keep in mind about track email open rate in Viva Insights
1 - It can take up to 30 minutes after sending the email before Viva Insights can give you details
2 - This feature is only available with the Viva Insights subscription
3 - This feature only works with persons who are internal to your organization
4 - Email that was sent from a shared mailbox are excluded
5 - Email that was sent more than 14 days ago are excluded
6 - Email in which the total number of recipients is less than five are excluded
7- Email sent to modern groups are exluded
8- You can only find out the open rate of a document that you have emailed if that document is located in SharePoint or in OneDrive for business.
