Rutledge

Outlook Flags

Easiest way to flag a message
Click the pale gray flag, and it will turn red (the default color). Click it again, and a checkmark will appear, representing that the item has been completed. To clear a flag, you right-click the flag and choose Clear Flag. The flag will turn back to the pale gray color.

Right-click the flag column of the email you wish to mark, and you will get a drop-down menu with 6 colors of flags and other options.

You can use the colors any way that will help you organize your email.

An example would be to flag all messages about a sport you coach in green, all from parents in orange, and all that need attention this week in red. Another idea is to flag all that are very important to follow-up in red, those that you want to remember to look at soon in green, etc.

To change your email back to sorting by when Received, click the word Received in the header row.

If you choose Add Reminder when you right-click a pale gray flag, you get the dialogue box on the left. When you fill in information as I have in the example, you will get a pop-up reminder in Outlook at the time set, reminding you to deal with the email. You can set the flag color to any one.

Send Emails with Flags  (use judiciously)

If you send out email requesting information by a certain deadline, you can set an Outlook reminder for the recipients. When an e-mail is flagged and a reminder date and time set, the Reminders window will pop up to remind the recipient of the deadline. The recipient can clear the flag on the e-mail when they submit the information requested. Doing so will turn off the flag and no reminder will pop up.

• Write your email
• Before you send it, click on the flag icon on the toolbar     
• Fill in the information you are requesting

Follow up

Reply

Call

Review

Click OK  

The sender will see a comment on the e-mail message

Once the recipient completes the requested task, they can mark the flagged item as complete by right-clicking the flag and choosing clear or clicking on the flag icon on the toolbar

• The flag color will always appear red in the recipients email list.  
• When a user receives a flagged message the reminder will only work if the message is left in the Inbox. If it is moved to another folder the message will be disabled.

You can also use flags with Contacts, for example to remind you to return a phone call, send an email, or set up a meeting.

Calendar Reminders versus Flags

Flags and reminders serve the same purpose. The key difference is that flags are used in emails and contacts, and reminders are used in calendar events and tasks.

Organizing and managing the Inbox through the use of folders and flags can really have an impact on productivity. The key is to find a system that works for you!