Flagging E-mails for Follow-up

Flagging e-mails for follow up is a great way to add reminders to your inbox that will prompt you when important e-mails items must be addressed.  You may also Flag outgoing messages for follow-up by either the recipient, yourself or both.  When you Flag an outgoing e-mail it will also create a reminder on the recipient’s computer as well.

Every time you flag an e-mail in Outlook, it is turned into a simple Task that will show up on your To Do bar.  You may use the default Flags that Outlook provides or you may customize the Flag to meet your specific needs. 

Flagging Incoming Messages in Outlook

To apply a Flag to incoming messages in Outlook 2007, 2010 or 2013

  • Locate the e-mail in your inbox
  • Right-click the e-mail and select Follow-up from the drop-down list
  • Select a follow-up period from the drop-down list (i.e., Today, Tomorrow, etc.)

To apply a custom Flag to incoming messages in Outlook 2007, 2010 or 2013

  • Locate the e-mail in your inbox
  • Right-click the e-mail and select Follow-up from the drop-down list
  • Select Custom from the drop-down list
  • The Custom Dialog Box will launch

In the Flag to field, click the down arrow and select an action for Follow-up from the list of available choices (i.e., Follow up, For your Information, Forward, No Response Necessary, Read or Reply)

  • In the Start date field, click the down arrow and select a start date
  • In the Due date field, click the down arrow and select a due date
  • Cilck the Reminder check box
  • Select a date for the Reminder
  • Select a time for the reminder (in this case if the item was due at the end of the day on May 6th, I have chosen 2:00 pm as a reminder)
  • Click the OK button when done

By default, Reminders are set to appear 15 minutes before the time you have specified

Flagging Outgoing Messages in Outlook 2007, 2010 and 2013

From Outlook 2007

  • Open a new message form
  • On the Message Tab, in the Follow Up Group, click the Follow Up button
  • Select Flag for Recipients from the drop-down list
  • The Custom dialog box will launch

  • Check the Flag for Me checkbox
  • In the Flag to field, click the down arrow and select a follow up item (i.e., Follow up, For your Information, Forward, No Response Necessary, Read or Reply)
  • In the Start date field, click the down arrow and select a start date
  • In the Due date field, click the down arrow and select a due date
  • Click the Reminder check box
  • Select a date and time for the reminder
  • The Flag for Recipients box should be checked by default, if it is not, click it to check the box
  • In the Flag to field, click the down arrow and select a follow up item (i.e., Follow up, For your Information, Forward, No Response Necessary, Read or Reply)
  • Select a date and time for the reminder
  • Click the OK button when done
  • Complete the message and send it

From Outlook 2010 and 2013

  • Open a new message form
  • On the Message Tab, in the Tags Group, click the Follow Up button
  • Select Add Reminder from the drop-down list
  • The Custom dialog box will launch

  • Check the Flag for Me checkbox
  • In the Flag to field, click the down arrow and select a follow up item (i.e., Follow up, For your Information, Forward, No Response Necessary, Read or Reply)
  • In the Start date field, click the down arrow and select a start date
  • In the Due date field, click the down arrow and select a due date
  • Click the Reminder check box
  • Select a date and time for the reminder
  • The Flag for Recipients box should be checked by default, if it is not, click it to check the box
  • In the Flag to field, click the down arrow and select a follow up item (i.e., Follow up, For your Information, Forward, No Response Necessary, Read or Reply)
  • Select a date and time for the reminder
  • Click the OK button when done
  • Complete the message and send it

When you need to make sure you do not miss important follow-up items in Outlook, consider this great tool and give yourself and automatic reminder!

This entry was posted in: MS Outlook Tips.
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