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Flagging Messages in Outlook- Tutorial

by / Friday, 22 July 2016 / Published in Latest, Microsoft, Office 2013, Office 2016, Outlook 2013, Outlook 2016

Flagging Messages in Outlook: Overview

            Flagging messages in Outlook creates a “To-Do” item that reminds you to follow up on the message. Once you complete the task, you can mark the message as completed and clear the flag. When flagging messages in Outlook, Outlook places a flag next to messages that require follow-up. It also specifies any action required to complete the follow-up. You can flag both messages you send to others and messages you receive.

            To flag a received message for follow-up, open the Inbox folder and select the message to flag for follow-up. Then click the “Follow Up” button in the “Tags” group on the “Home” tab in the Ribbon. Then select the type of flag to apply to the message in the menu that appears.

            You can also use the quick-clicks within the Inbox to flag a message. To do this, hold your mouse pointer over the message within the Inbox. You will see a small icon of a flag appear in the upper-right corner of the message window. You can then click the flag icon to flag the message. For more advanced flagging options, right-click the flag icon. Then choose when to set the flag to follow up from a pop-up menu of choices.

            To flag a message you are sending, create the mail message and click the “Follow Up” button in the “Tags” group of the “Message” tab in the Ribbon. Select the “Custom…” command from the drop-down menu to open the “Custom” dialog box. Here you can flag the message for yourself by checking the “Flag for Me” checkbox. If you do that, then click the drop-down arrow next to the “Flag to:” text box to select a type of follow-up to occur for this message.

            You can also set a start date and a due date for the flag by clicking the drop-down arrow to the right of the “Start date:” and “Due date:” text boxes and then selecting the desired dates from the calendar displays. You can also create a reminder for yourself by checking the “Reminder:” checkbox and then selecting the desired time at which you want the reminder to appear in Outlook.

Flagging Messages in Outlook - Tutorial: A picture of a user flagging a message for themselves when sending a message in Outlook 2016.

Flagging Messages in Outlook – Tutorial: A picture of a user flagging a message for themselves when sending a message in Outlook 2016.

            To flag this message for the recipient, check the “Flag for Recipients” checkbox. Then use the “Flag to:” drop-down and “Reminder” checkbox to flag and set a reminder for the message recipients. Click “OK” when you are finished to set the flag for the message and to return to the Inbox.

            Later, to indicate that you did follow up with the message, as requested, you can mark the flag as completed in Outlook by simply clicking the icon of the flag at the right end of the flagged message in your Inbox to set it to a checkmark. That will also remove it from your “To-Do” list.

Flagging Messages in Outlook: Instructions

  1. To flag a message you have received for follow-up, open the Inbox folder and select the message to be flagged for follow-up.
  2. Click the “Follow Up” button in the “Tags” group on the “Home” tab in the Ribbon.
  3. To use the quick-clicks within the Inbox to flag a message, hold your mouse pointer over the message within the Inbox. You will see a small icon of a flag appear in the upper-right corner of the message window.
  4. Click the flag icon to flag the message.
  5. For more advanced flagging options, right-click the flag icon.
  6. Then choose when to set the flag to follow up from a pop-up menu of choices.
  7. To flag a message that you are sending to someone, create the mail message and then click the “Follow Up” button in the “Tags” group of the “Message” tab in the Ribbon.
  8. Select the “Custom…” command from the drop-down menu. That will open the “Custom” dialog box.
  9. To flag the message for yourself, check the “Flag for Me” checkbox. If you do that, then click the drop-down arrow next to the “Flag to:” text box to select a type of follow-up to occur for this message.
  10. To set a start and due date, click the drop-down arrow to the right of the “Start date:” and “Due date:” text boxes and then select the desired dates from the calendar displays.
  11. To create a reminder for yourself, check the “Reminder:” checkbox.
  12. Then select the desired time at which you want the reminder to appear in Outlook.
  13. To flag this message for the recipient, check the “Flag for Recipients” checkbox.
  14. Then use the “Flag to:” drop-down and “Reminder” checkbox to flag and set a reminder for the message recipients.
  15. Click “OK” when you are finished to set the flag for the message and to return to the Inbox.
  16. To mark an item “Completed,” click the flag at the right end of the message to make it a checkmark.
  17. That will also remove it from your “To-Do” list.

Flagging Messages in Outlook: Video Lesson

            The following video lesson, titled “Message Flags,” shows you many ways of flagging messages in Outlook. This video on flagging messages in Outlook is from our complete Outlook training, titled “Mastering Outlook Made Easy v.2016-2013.”

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