Get control of your mailbox 6: Reminders and Flags

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!

So, we need to get organised…!

This article is the sixth in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Flag emails for follow-up

Setting a ‘flag’ on your emails, allows you to visually identify which emails require follow-up and also creates an item in your Task List. A red flag symbol will be displayed next to your email in the folder list, and the email header information will turn red if follow-up is overdue.

Pre-set flags

There are a number of pre-set flag options available:

Today – sets the Start date as today and the Due date as today

Tomorrow – sets the Start date as tomorrow and the Due date as tomorrow

This week – sets the Start date as Wednesday of this week and the Due date as Friday of this week

Next week – sets the Start date as Monday of next week and the Due date as Friday of next week

No date – no Start or Due dates set, only a red flag displayed

To select a pre-set flag:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select required pre-set flag option

Set a custom flag

Start and Due dates can be selected manually. to Select a custom flag:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select ‘Custom…’
  4. Select required Start and Due dates. OK

Clear a flag

A flag can be removed:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select ‘Clear Flag’

Set reminders for follow-up

Setting a reminder will set a flag (no start or due date unless selected) and a reminder which will pop up on the screen on your chosen date and time:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select ‘Add reminder…’
  4. Select required reminder date and time

Set a reminder for a recipient

On emails that you are sending, you can set a reminder for them as well as for yourself:

  1. In new message window, select ‘Follow up’ from Message tab
  2. Select ‘Add reminder…’
  3. Tick ‘Flag for recipients’
  4. Select required date and time for the recipient to receive a reminder.OK
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