Set a date and time for a message flag

Flags help identify messages that need attention. You can scan your Inbox or other message list (message list: The middle part of the main Outlook window that displays the contents of the selected folder.) for flagged messages and sort these lists to find all your flagged messages.

When you assign a flag to a message, the start date and due date for the flag 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.) in the message header. For added visibility, the message also appears in your To-Do Bar and Daily Task List in Calendar, listed by date. Microsoft Office Outlook 2007 provides several flags that have dates already set, such as Today and Next Week. You can also assign flags with no date associated. If you frequently assign the same time and date to messages, you can use a Quick Click flag (Quick Click flag: A default flag that is assigned to an item when you click the Flag Status column in your Inbox or other table view. You set the default time, date, or other criteria for the flag from the Follow Up menu.) to flag the items with a single click.

To call further attention to a flagged message, you can set a reminder to remember when to take action.

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How do the flag dates on the Follow Up menu work?

The following table describes how the dates work for the flags on the Follow Up menu. However, you can customize the dates for any flag and optionally set reminders.

Flag Start date Due date Reminder
Today Current date Current date One hour before the end time of today's work day
Tomorrow Current date plus one day Current date plus one day Start time of current day plus one work day
This Week Current date plus two days, but no later than the last work day of this week Last work day of this week Start time of current day plus two work days
Next Week First work day of next week Last work day of next week Start time of the first work day of next week
No Date No date No date Current date
Custom Current date is displayed; choose a custom date if you want to Current date is displayed; choose a custom date if you want to Current date is displayed; choose a custom date if you want to

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Set a date and time for a flag

You can set a date and time in a message that is flagged for you so that it is brought to your attention in time for you to take action.

For example, a message flagged for Next Week will appear in red in your Inbox on Monday of the coming week, and the item will appear in your To-Do Bar on Monday, listed in the Today section. The message also will be listed in your Daily Task List on Monday. If you don't take any action on the item, it will remain listed for the current date in both places. Find out how to remove or complete the flagged items.

You can also send flagged messages to others. Such messages are displayed with a flag in the recipient's Inbox, with start date, due date, and any other flag information included in the InfoBar. However, the messages are not added to the recipient's To-Do Bar or Daily Task List.

You set the time and date at the same time that you add a flag to a message. You can use the default dates and times associated with the Follow Up menu flags, or you can customize them as needed.

    Add a flag to a message

Do one of the following:

  • In an open message, on the Message tab, in the Options group, click Follow Up Button image, and then click a flag.
  • In a message list, such as your Inbox, right-click the item, point to Follow Up, and then click a flag on the shortcut menu.

 Tip   You can also assign a flag to a message with one click. For more information, see Assign a Quick Click flag.

    Add a flag with a custom date to a message

  1. Do one of the following:
    • In an open message, on the Message tab, in the Options group, click Follow Up Button image, and then click Custom.
    • In a message list, such as your Inbox, right-click the item, point to Follow Up, and then click Custom on the shortcut menu.
  2. In the Start Date and Due Date lists, select the dates that you want.

The start date and due date appear in the InfoBar near the top of the message, along with the information included in the Flag to box.

 Note   Flagging an item does not set a reminder for the item. You can select a reminder by clicking Add Reminder on the Follow Up menu. For more information, see the following sections.

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Set a reminder for yourself in a flagged message

Do you need to reply to a message by the end of the day? Or do important requests sometimes slip by, forgotten? Setting reminders for messages helps ensure that the follow-up action is brought to your attention.

  1. Do one of the following:
    • In an open message, on the Message tab, in the Options group, click Follow Up Button image.
    • In a message list, such as your Inbox, right-click the item, point to Follow Up, and then click a flag on the shortcut menu.
  2. 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 for the reminder.

 Important   If you reply to a message to which you added a reminder for yourself, the reminder will be 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 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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Set a reminder for others in a flagged message

To remind people to respond or to take action, you can send flagged messages with reminders to them.

 Tip   Use discretion when you send reminders to others. Some recipients might not appreciate having reminders activated while they work. Another option is to send a message that is flagged with start date and due date and specific information in the Flag to box. This way, the information is available to the recipients in the InfoBar 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 type of flag that you want 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 in the message.

  1. Select a date and time from 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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Applies to:
Outlook 2007