How to track Exchange Server email messages?

Exchange Server keeps a record of every email message that arrives or goes to their mailbox. It keeps transactional records in a separate log file. So that you can keep an eye on the flow of the message. And to get complete information about mail box in my exchange server.

How to track Exchange Server email messages?

Exchange Server keeps a record of every email message that arrives or goes to their mailbox. It keeps transactional records in a separate log file. So that you can keep an eye on the flow of the message. And to get complete information about mail box in my exchange server.

Delivery Report is a dedicated tool under the Exchange admin center that enables you to retrieve the delivery status of each message that arrives or leaves an Exchange mailbox.

The content of the message is not mentioned in the report. But the subject of the message is displayed in the report. Send and receive within a period of 14 days using this tool. so that the tool can be tracked.

Introduction to Exchange Server 2010 Message Tracking

Delivery reports help Exchange administrators with forensic analysis of email communications. It helps them to get the details of past emails and study them when there is legal dispute and compliance.

You can perform these actions from the Exchange Admin Center.

  1. Create Delivery Report
  2. Check Delivery Report
  3. Get detailed information

For message tracking, you will need the Organization Management, Record Management, and Recipient Management permissions. Here are the different processes for tracking messages: 

Create Delivery Report:-

  1. Login to Exchange Admin Center using administrator credentials. Then go to Mail Flow >> Delivery Reports.
  2. Input the following information:

          Mailboxes to search: From the address book, browse to and select the mailbox for which you want to track the message.

Then choose one of the following:

  • Search for messages sent to:

    Enable this option 'Find mailboxes' to track messages sent to the mailbox you have selected. Click on 'Select Users' option and select usage from address book and click on Add button. You can select multiple users here and finally click on OK button to go back to delivery report page.
  • Search for messages received from:

    Enable this option to search for messages sent to the mailbox by any user who has been selected in the 'Search mailbox' option. Here, select the users and click on the OK button to return to the Delivery Report page. Also, if you select this option, you will need to mention the sender.
  • Find these words in the subject line:

    You can input the subject line as a search parameter, otherwise leave it blank. Finally click on Search.

Check Delivery Report:-

  1. Go to the search result and select a message, then click Details.
  2. The delivery report will show the delivery information status of the message. It refers to the following areas:

          Subject: The subject of the message.

          From: The sender's name, email address, or nickname.

          To: The name, email address, or nickname of the recipient of the message.

          Sent: The time and date of the message when it was transmitted.

If the message was sent to more than one recipient, a different 'Date Summary' section appears. It shows the total number of recipients who received the message and provides a delivery report to each recipient.

  • Summary to date:

    Shows the total number of recipients and the status of each message such as Pending, Delivered, or Failed.
  • Search box:

    When the number of recipients exceeds 30, you can use the search box to enter the recipient's email address and get the status of the message.
  • To:

    The recipient's email address.
  • Status:

    The status of each message for each recipient.

Get Detailed Information:-

Find detailed delivery information for each message you select in the 'Summary to date' section.

  • For delivery reports:

    The recipient's email address.
  • Submitted:

    The date and time the message was submitted.

You can view multiple delivery status –

  • Delivered:

    Delivered successfully.
  • Deferred:

    The message is delayed.
  • Pending:

    The message is pending because the moderator must either approve the message, or the message must meet an organization-wide rule or policy.
  • Moderator:

    The moderator approved or rejected the message
  • Extended Group:

    Indicates that the message was sent to a group.
  • Failed:

    This shows the reason for the failure of the delivery and the date and time.

After getting the complete report of the message, you can go back to the report by clicking on the close option.

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