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Mail History (360)

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About the Mail History Section

The Mail History section in the Messages tab summarizes the Status, Recipient details, Subject, Date, and how many emails were sent out. Additional distribution information can be downloaded in the Actions menu. These different details and options allow you to manage your email distributions and monitor progress.

Understanding Your Mail History

Mail History headers in the Messages tab

  • Status: Indicates the status of a distribution. Note that the status for individual emails in a distribution could be different. For example, if you send a distribution to 10 people and 5 emails send and 5 bounce, the status will still be green.
    • Gray: The mailing is scheduled to be sent.
    • Yellow: The emails are currently being sent.
    • Green: The mailing is out for delivery.
    • Brown: Completed with error.
    • Red: There was an error.
  • Recipient: Specifies who the distribution was sent to. Subset: [condition] indicates you conditionally sent messages. Otherwise, an email or large group (i.e., All Evaluators) will display here.
    Qtip: If you want to see every person the distribution was sent to, see Download Mailing History below.
  • Subject: Specifies the type of message sent out. This can any of the message types you edit and save in the Email Messages section.
  • Date: Specifies the date the message was sent out or will be sent out. If scheduled for a future date, the time remaining until delivery will appear in small red text below this time.
  • Emails Sent: Indicates the number of emails successfully sent for that specific distribution.
    Qtip: If the same messages are getting sent to the same email address within 12 hours, Qualtrics will screen out the duplicate emails after the initial email sends. However, if the message is even slightly different for the duplicate email addresses, or if the email addresses are at all different, the emails will still send.

Download Mailing History

Download Mailing History option for a single distribution

The downloaded Mailing History is a list of all the email recipients along with the current status of each survey invitation. This downloadable history allows you to investigate which specific recipients have started the survey, which have finished, and which are not receiving the survey invitation.

Example exported mailing history data

  • PersonID: A unique ID for the participant that is generated by Qualtrics. This can be used to search for the individual in the Participants tab. Just paste the PersonID into the Search bar.
  • First Name: The participant’s first name.
  • Last Name: The participant’s last name.
  • Email: The participant’s email as specified in the Participants tab.
  • User Name: The participant’s user name as specified in the Participants tab.
    Qtip: While a participant’s user name is often their email, this may not always be the case. Be sure to double check the participant’s information in the Participants tab to confirm this information.
  • External: This column only has values when you download a mailing history where the recipients can be external evaluators (such as the Evaluator Invite or Evaluator Reminder). A 1 indicates a recipient is an external evaluator.
  • Status: The status column helps you monitor whether the recipient received the message. Below is a descriptive list of possible status conditions.
    • Email Sent: The recipient has received the email but hasn’t clicked on the survey link.
    • Email Not Sent Yet: The Qualtrics Mailer has not yet distributed this email.
    • Email Bounced: The email did not reach the recipient’s inbox. This could be for a number of reasons: the email address doesn’t exist, the receiving server has a high security firewall, the receiving mailbox is full, the recipient server is offline, etc.
    • Survey Started: The recipient has clicked on the link, but hasn’t submitted the survey.
    • Survey Finished: The recipient has submitted the survey.
    • Session Expired: The recipient started the survey, but didn’t finish in the allotted timeframe. This status will also display for deleted incomplete responses.
  • Evaluation Link: Contains the survey link for the external evaluators only.

Evaluator Mailing History

There are certain columns that only appear when you download the history for the Evaluator Invite or Evaluator Reminder.

Example exported evaluator mailing history

  • PersonID: The PersonID for the evaluator.
  • First Name: The evaluator’s first name.
  • Last Name: The evaluator’s last name.
  • Email: The evaluator’s email as specified in the Participants tab.
  • User Name: The evaluator’s user name as specified in the Participants tab.
    Qtip: While a participant’s user name is often their email, this may not always be the case. Be sure to double check the participant’s information in the Participants tab to confirm this information.
  • External: A 1 indicates a recipient is an external evaluator.
  • Status: The status column helps you monitor whether the recipient received the message. See the status descriptions provided in the section above.
  • Evaluation Link: Contains the survey link for the external evaluators only.
  • Subject First Name: The subject’s first name.
  • Subject Last Name: The subject’s last name.
  • Subject Email: The subject’s email (not their exact username).
  • Subject ID: The PersonID for the subject.

Edit Distribution

If you would like to edit scheduled distributions, you can do this by selecting Edit Distribution in the Actions menu. You can adjust any aspect of your message here. For more information, visit Email Messages for more information.

Edit Distribution option for a single future distribution

Qtip: If you need to make extensive edits to a distribution, it may be more useful to delete this scheduled distribution and create a new one from scratch.

Delete Distribution

If you would like to delete scheduled or previous distributions, you can do this by selecting Delete Distribution in the Actions menu.

Delete Distribution option for a single distribution