How to show the voting results

Outlook 2016
For some Outlook messages, it can be useful to add Voting buttons to collect your colleagues' or friends' votes (see how to add and use voting button in Outlook). The sender of a message with voting buttons will receive an e-mail message each time the recipient votes on it.
Tracking list in Outlook 365

To show the voting results (interim or final), as well as final voting scores calculated by Outlook, do the following:

   1.   Open the original message you sent (usually, you can find it in the Sent Items or Sent Mail folder). If you have multiple email accounts in Outlook, each email account has its own Sent *** folder:

Sent mail folder in Outlook 365

The Tracking icon Tracking icon in Outlook 365 appears only after tracking information is available for that message (see notes below). Until you see this icon, there is no tracking information in Outlook.

   2.   On the original message window, on the Message tab:

  • If you use the Simplified ribbon (see more about customizing ribbons), click the Tracking button next to the Message button:
    Tracking button in Simplified ribbon Outlook 365
  • If you use the Classic ribbon, in the Show group, click the Tracking button:
    Tracking button in Classic ribbon Outlook 365  or   Tracking button in Classic ribbon 2 Outlook 365

Notes:

  1. The Tracking button, just like the Tracking icon, doesn't appear until at least one recipient of the email message has replied with their vote.
  2. Be patient! This button on the Message tab can appear after a delay (usually after several sessions of Sent/Receive).

    You can run Sent/Receive manually or even restart your Outlook.

  3. Before sending a message with Voting Buttons, check the options of your account mailbox.

   3.   In the opened tracking list, you will see:

  • The vote totals are tallied at the top of the tracking list (highlighted in blue),
  • The list of people you asked to vote with their responses:
Tracking list in Outlook 365

Notes:

  • Only the meeting organizer can find out who and how they responded using the tracking list.
  • If you are seeing all incoming replies (see how to stop receiving such replies), you can also track replies by clicking the message "The sender responded: ***" at the received email, and then clicking View voting responses in the drop-down menu:
    View voting responses in message Outlook 365
  • If recipients send comments in addition to or instead of voting buttons, those comments will be stored in the Inbox folder as regular email messages. They do not appear on the tracking page of the original message.
  • If someone responds more than once, you will receive an email for each of their responses, but the last response received will be counted for tracking information.

    So, after the second received responses:

    Sent message in Outlook 365

    The Tracking list will display the updated information:

    Tracking button in message Outlook 365

Export the voting responses to an Excel spreadsheet

Outlook provides the ability to copy survey results for further processing, for example, in Excel. To copy voting results into Outlook and paste them into Excel, follow these steps:

In Outlook:

   1.   On the Message window, open the Tracking list (see above how to do that).

   2.   Select the responses that you want to copy by doing one of the following:

  • To select all or adjacent rows, click the first row, hold down the Shift key, and then click the last row.
  • To select nonadjacent rows, click the first row, hold down the Ctrl key, and then click additional rows one by one:
Select the responses in Outlook 365

   3.   Press Ctrl+C to copy selected rows to the Clipboard.

In Excel

   4.   Select a cell, and then press Ctrl+V to paste kept rows from the Clipboard:

Paste the responses in Outlook 365

You will then need to adjust the width of the columns to see all the data.

Note: The vote totals tallied at the top of the Tracking page are not copyable.

View Sent email messages

To track the voting results, you need an outgoing message with Voting buttons to be saved in the Sent Items (Sent Mail) folder. To make sure that your outgoing emails are saved, follow these steps:

   1.   On the File tab, click the Options button:

Options in Outlook 365

   2.   In the Outlook Options dialog box, open the Mail tab.

Note: You can easily open the Mail tab in the Outlook Options dialog box by right-clicking the Mail icon in the Navigation bar and choosing Options... in the popup menu:

Mail Options in new Navigation bar Outlook 365   or    Mail Options in Navigation bar Outlook 365

See more about customizing the Navigation bar in Outlook.

   3.   In the Outlook Options dialog box, on the Mail tab, under Save messages, ensure that the Save copies of messages in the Sent Items folder is selected:

Save copies of messages in the Sent Items folder in Outlook 365

Tracking options

When you organize a poll using Voting buttons, especially if you need to poll many people, receiving all the responses in your Inbox folder can be inconvenient. You can configure Outlook to automatically remove all processed responses without comments from the Inbox folder. To customize Outlook in such a way, follow the next steps:

   1.   On the File tab, click the Options button.

   2.   In the Outlook Options dialog box, on the Mail tab, under Tracking, select the Update tracking information, and then delete responses that don't contain comments option to remove all incoming messages with an empty body:

Update tracking information in Outlook 365

If you deselect the Update tracking information, and then delete responses that don't contain comments option, all incoming messages with the responses in the subject and an empty body will be stored in the Inbox folder (or in another folder if you use the appropriate rules).

Account options for tracking

To be sure that your Outlook will automatically analyze answers and show tracking information, check the customization of your account:

   1.   Open the account options:

   1.1.   On the File tab, in the Info pane, click the Account Settings button.

   1.2.   Select Account Settings... in the list:

Account Settings in Outlook 365

   2.   In the Account Settings dialog box, on the Email tab, select the account and click the Change... button:

   3.   In the IMAP Account Settings dialog box, make sure that the option Don't save copies of sent items is unselected:

Don't save copies of sent items in Account Settings Outlook 365

   4.   Click the Next button to see that all changes are applied:

Account successfully updated in Outlook 365

See also this tip in French: Comment afficher les résultats du vote.

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