How to use Flags in Outlook 2007


Outlook has made it very easy to setup Follow-Up Flags. Below you will find guides on how to set up flags on Emails and Contacts.

How to set a Follow-Up Flag on a New Email
How to set a Follow-Up Flag in Your Inbox
How to set a Follow-Up Flag on a Contact Card
How to set a Follow-Up Flag for a Recipient


How to set a Follow up Flag on a New Email
When you send an email you can set a Follow-Up Flag to remind you about the email.

  1. Open a new email.

  2. Type up your email as you normally would.

  3. Before sending, select the Follow Up option, located in the Options section of the Message tab. Click on it and a menu will appear.

  4. The Follow-Up Menu contains quick flags, set by date, which you can choose from. Otherwise, you can select Custom to create a custom date/time of follow-up.

If you opt to create a Custom flag, you will see the following window pop-up.

The Custom Follow-Up allows you to set what action needs to be taken and allows you to designate a specific reminder date.

  • The Flag to: field allows you to determine what needs to be done. Options available include:
    • Call
    • Do Not Forward
    • Follow-Up (This is the default setting)
    • For Your Information
    • Forward
    • No Response Necessary
    • Read
    • Reply
    • Reply to All
    • Review
  • The Start and Due Date fields allow you to set a timeframe for completing the task.
  • The Reminder box, when checked, allows you to set a date for Outlook to send you a reminder notification.

Once finished, you will see the Follow-Up Flag now listed on your To-Do Bar and Task List. Additionally, if you retrieve the email from your Sent Items folder, the email will contain a flag notification.

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How to set a Follow-Up Flag in your Inbox

When you receive an email, you can setup a Follow-Up Flag from your Inbox. To set a flag on an email you have received, simply choose from one of the following options:

  • Option 1 – Highlight the email you wish to flag and left-click on the Flag icon in the toolbar. From the menu that appears, set the flag by date or set up a custom flag.

  • Option 2 – Highlight the email you wish to flag and right-click on the flag icon to the right of the email. From the menu that appears, set the flag by date or set up a custom flag.

  • Option 3 – Open the email you wish to flag. In the Options section of the Message tab, click on the Follow-Up button and select the flag date from the menu that appears.

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How to set a Follow-Up Flag on a Contact Card.

In addition to setting up flags on your emails, you can also setup a Follow-Up Flag on a Contact Card.  To set a flag on an email you have received, simply choose from one of the following options:

  • Option 1 – Click on the Contact you wish to flag and left-click on the Flag icon in the toolbar. From the menu that appears, set the flag by date or set up a custom flag.

  • Option 2 – Open the contact you wish to flag. In the Options section of the Contact tab, click on the Follow-Up button and select the flag date from the menu that appears.

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How to Flag an Email for a Recipient

Outlook provides a way for you to send a flag to someone else via email. With the Flag for Recipient option, you can send an email to someone that contains a Follow-Up Flag.  Once the recipient receives the email, they can automatically add it to their To-Do List with one click.

  1. Once you have created the email, select the Follow Up button in the Options section of the Message tab.

  2. From the menu that appears, select Flag for Recipients…

  3. In the pop-up that appears, select an option for the Flag To: field and enter a date/time for the reminder.

  4. Click on OK.

When you send the email and it arrives in the recipient’s Inbox, they will see the following Follow-Up Flag reminder to the right of the email.

The receiver can then left-click once on the Recipients Flag icon and it will change to the normal Flag icon. In addition, it will automatically be added to their To-Do Bar and Task list and a reminder will pop-up on the receivers screen when task is due.

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