Add or remove a reminder for a message or contact

You can add a reminder to yourself in messages or contacts as well as send a message with a reminder for the recipients. Reminders are associated with flags, so you can set a reminder when you assign a flag to an item. Flags themselves act as visual reminders in your Microsoft Office Outlook 2007 views (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.), and flagged items also appear in your To-Do Bar and Daily Task List in Calendar, listed by date.

If necessary, you can remove reminders before they activate.

What do you want to do?


Add a reminder to a message or contact for yourself

Set a reminder for yourself to take action on an item. For example, you can add a reminder to a message that you receive to remind yourself to reply, or you can add a reminder to a contact to remind yourself to call that person at a specific time.

  1. In an open message, on the Message tab, in the Options group, click Follow Up Button image.

In an open contact, on the Contacts tab, in the Options group, click Follow Up Button image.

 Note   You can also right-click a message or contact in any view to see the Follow Up menu and options. Some examples of these views are your Inbox and Business Cards view.

  1. On the Follow Up menu, select when you want to be reminded.

 Tip   After they are set, the time and date for the reminder appear in the InfoBar (InfoBar: Banner near the top of an open e-mail message, appointment, contact, or task. Tells you if a message has been replied to or forwarded, along with the online status of a contact who is using Instant Messaging, and so on.) near the top of the message or contact.

  1. To set a specific time and date for a reminder, click Custom Date.
  2. Select the Reminder check box and then choose the date and time to send the reminder.

 Important   If you reply to a message to which you added a reminder for yourself, that reminder is sent to the recipients as well. If you don't want others to receive the reminder, you must remove the reminder from the message before you send it.

ShowRemove the reminder for recipients

  1. In an open message, click Reply or Reply all.
  2. On the Message tab, in the Options group, click Follow Up, and then click Flag for Recipients.
  3. Clear the Flag for Recipients check box.

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Send a message with a reminder for yourself to follow up

If you need to follow up on a message that you are sending, take action on a message or you want to remember to look for responses, set a reminder in a new message before you send it.

  1. In the new message, on the Message tab, in the Options group, click Follow Up Button image.
  2. On the Follow Up menu, click Add Reminder.
  3. To choose the type of reminder, select one from the Flag to list.

For example, you can choose a phrase to go with the reminder, such as Call, Do not Forward, For Your Information, or Review. This information appears in the InfoBar (InfoBar: Banner near the top of an open e-mail message, appointment, contact, or task. Tells you if a message has been replied to or forwarded, along with the online status of a contact who is using Instant Messaging, and so on.) in the message.

  1. Select a date and time in the lists next to the Reminder check box.

After you select the date and time, the reminder also appears in the InfoBar.

  1. To change the default reminder sound, click Button Image and browse to a sound file. Select the Play this sound check box if it is not selected.

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Send a message with a reminder to others

If you want to encourage others to respond to a message, you can send a reminder for the recipients with a flagged message. Use discretion when you send reminders to other people. Some recipients might not appreciate having reminders activated while they work. Another option is to send a message that is flagged with start and due dates and more information in the Flag to list. This way, the information is available to the recipients in the InfoBar (InfoBar: Banner near the top of an open e-mail message, appointment, contact, or task. Tells you if a message has been replied to or forwarded, along with the online status of a contact who is using Instant Messaging, and so on.) of the message, without a reminder.

  1. In a new message, on the Message tab, in the Options group, click Follow Up Button image.
  2. On the Follow Up menu, click Flag for Recipients.
  3. In the Flag for Recipients section, to choose the type of reminder (Follow Up is the default), select the flag that you want in the Flag to list.

For example, you can choose a phrase to go with the reminder, such as Call, Do not Forward, For Your Information, or Review. This information appears in the InfoBar in the message.

  1. Select a date and time in the lists next to the Reminder check box.

After you select the date and time, the reminder also appears in the InfoBar.

 Tip   To include a flag and reminder for yourself as well as other people, select the Flag for Me check box, select the information for the flag, and then select the options for a reminder.

After your flagged messages are sent, you can track the recipients. If you are using a Microsoft Exchange account, you can find and track the responses that you receive. Learn more about this feature in Find flagged messages.

 Tip   After they are set, the time and date for the reminder appear in the InfoBar near the top of the message.

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Remove a reminder from a message or contact for yourself

You can remove the reminder from a flagged item before the reminder is activated. The item remains flagged and appears in your To-Do Bar and Daily Task List in Calendar. You can also remove the flag, which removes the reminder as well. For more information, see Add or remove a flag for follow up.

  1. In your Inbox or other message list (message list: The middle part of the main Outlook window that displays the contents of the selected folder.), right-click the message that you want to remove the reminder from.

In Contacts, in any view, right-click the contact that you want to remove the reminder from.

  1. Click Follow Up Button image on the shortcut menu, and then click Add Reminder.
  2. Clear the Reminder check box, and then click OK.

 Note   You can also remove a reminder from an open message or contact. The Follow Up menu is on the Message tab in an open message, and on the Contact tab in an open contact.

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Remove a reminder from a message before you send it to others

If you reply to a message to which you added a reminder for yourself, the reminder is sent to the the recipients as well. If you don't want others to receive the reminder, you must remove the reminder from the message before you send it.

  1. In an open message, click Reply or Reply all.
  2. On the Message tab, in the Options group, click Follow Up, and then click Flag for Recipients.
  3. Clear the Flag for Recipients check box.

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Applies to:
Outlook 2007