Add or remove a reminder for an email message or contact

Reminders can be added to email messages that you send or receive. Reminders can also be added to any of your contacts. Because reminders are associated with flags, you can set a reminder when a flag is assigned to an item. Flags are visual reminders and flagged items also appear in the To-Do Bar and Daily Task List in Calendar.

 Note    If you aren’t actively working in Outlook, the reminder box appears behind the program that you are using so you don't lose focus on your work. Instead, watch for the Outlook icon flashing in the taskbar and listen for a reminder sound. If you work in a loud area, try turning up your speaker volume or changing the reminder sound to something unique.

What do you want to do?


Add a reminder for yourself

Email messages

  1. Do one of the following:
  2. To set a specific time and date for a reminder, click Custom Date.
  3. Select the Reminder check box, and then choose a date and time.

 Important    If you reply to a message to which you added a reminder for yourself, that reminder is also sent to the recipients. If you don't want others to receive the reminder, make sure that you remove the reminder.

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.

Contacts

  1. Do one of the following:
    • In an open contact, on the Contacts tab, in the Tags group, click Follow Up, and then click the type of reminder that you want.
    • From the contact list, click the contact and then on the Home tab, in the Tags group, click Follow Up, and then click the type of reminder that you want.
  2. Click Follow Up, and then click Add Reminder.
  3. Clear the Reminder check box, and then click OK.
  4. To set a specific time and date for a reminder, click Custom Date.
  5. Select the Reminder check box, and then choose a date and time.

 Tip    Right-click a message or contact in any view to see the Follow Up menu and options.

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Send a message that uses a reminder for yourself to follow up

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

  1. In the new message, on the Message tab, in the Tags group, click Follow Up, and then click Add Reminder.
  2. To choose the type of reminder, select one from the Flag to list.

This information appears in the InfoBar (InfoBar: Banner near the top of an open email 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. If you want to change the default reminder sound, click Button Image, and then browse to a sound file. Select the Play this sound check box.

 Important    If you reply to a message to which you added a reminder for yourself, that reminder is also sent to the recipients. If you don't want others to receive the reminder, make sure that you remove the reminder.

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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Remove a reminder for yourself from a message or contact

You can remove a reminder from a flagged item. 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 both the flag and the reminder.

Clear the reminder

  1. Click the message or contact.
  2. On the Home tab, in the Tags group, click Follow Up.
  3. Click Add Reminder.
  4. Clear the Reminder check box.

Clear the flag and the reminder

  1. Click the message or contact.
  2. On the Home tab, in the Tags group, click Follow Up.
  3. Click Clear Flag.

Both the flag and reminder are removed.

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

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Applies to:
Outlook 2010