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Flagging items

From: Outlook for Mac 2011 Essential Training

Video: Flagging items

Flagging your email messages, contacts, or tasks is a way to identify them for future action. Once you flag them, it's easy to find them again exactly when you need them. Let's start with flagging email messages. To flag a message for follow-up, click on it and then go up to the Home Ribbon and click on the Flag button. In the message list, a flag is added to the right side of the message. In the message viewer, a gray bar now stretches across the top that reads "This message is flagged for follow up." The Start and end dates are both today, at midnight by default.

Flagging items

Flagging your email messages, contacts, or tasks is a way to identify them for future action. Once you flag them, it's easy to find them again exactly when you need them. Let's start with flagging email messages. To flag a message for follow-up, click on it and then go up to the Home Ribbon and click on the Flag button. In the message list, a flag is added to the right side of the message. In the message viewer, a gray bar now stretches across the top that reads "This message is flagged for follow up." The Start and end dates are both today, at midnight by default.

It's essentially, quote unquote, just a flag. You can also flag messages for follow-up on specific dates. I'll click on Lunch orders and I'll come up for this flag. I can flag it for Today, Tomorrow, This Week, Next Week, No Due Date, or Custom Date. If you'd like your flag to serve as a reminder to take action on a particular date or time, choose Add Reminder. Here you can set the start date, a due date and the date and time to receive a reminder about the item. Let's set this to remind us in a few minutes so that you can see what's going to happen.

I'll click OK. Here's what the Reminder window looks like. I get a little yellow window and it has a Snooze button. So if I wanted to remind me again after a certain length of time, I can pick that off the list. If I'm done with it, I can dismiss it. You can gather all your flagged items together. Down here at the bottom of my email list, I have a Smart Folder for Flagged Mail. If all you see are Smart Folders, there is a little triangle right here that you can open and collapse.

While I'm on my Flagged Mail, I can see the items that I have flagged. When you're done with an item, you can either come back up to the Flag button, drop it down, and mark it as complete, or you can clear the flag altogether. You can also mark the flag complete by clicking right on it in the message list. It will turn into a green check mark then disappear off your list. You can also use flagging to mark Contacts, Tasks, and Notes for follow-up. Let's go to Contacts. Let's say I want to pull a handful of my contacts together, assign them to a category, and invite them to a meeting all at once.

Instead of laboring one person at a time, I can go through my list and mark each contact with a flag. When I'm done, I'll go to the bottom of my Navigation pane, look in my Smart Folders, and click on Flagged Contacts. There they are. I'll click on one and then select all, either by typing Command+A on my keyboard, or I'll go up to my Edit menu and choose Select All. Then I can drag all my contacts and drop them on a category.

Another possibility would be to click on this Meeting button in the toolbar and invite them all to a meeting at once. When I'm done, make sure they're all still highlighted. Then click on the Flag drop- down and choose Clear Flag. All the items will disappear but they're not gone. It's just that I'm clicked on Flagged Contacts and they're no longer flagged. Everybody is still in their original location.

My favorite part of flagging emails or contacts for follow-up is this. When I go down to my Tasks list, all of my flagged items appear. Here are three emails that I have flagged. This allows me to truly use my tasks as a to-do list. Everything I need to take action on is now gathered here into one place. If your flagged emails are not showing in the tasks, come over here to the toolbar and make sure that you have on Flagged Items. If I see an email, I can reply to it right from this view.

I'll click on the Reply button and it will be automatically addressed with the subject line, the message, and I'll put in my response and send it. Once I checked off the box to say that the task is complete, the flag is automatically cleared as well, saving me a few clicks. Flagging is one of my favorite tools to mark which of my Outlook items need me to take action, allowing me to gather them all into one place.

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This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 10752 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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