Flagging Messages for Follow-Up

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 Microsoft Office Specialist   You can’t answer every message as soon as you read it, but you can mark messages that require response or action by attaching a follow-up flag. Flags come in six colors; you can use the different colors to indicate different types of follow-up, and you can set a reminder to pop up when the follow-up is due. You can quickly view your flagged messages by using the For Follow-up search folder.

 New in Office 2003—Quick Flags   Each message in your Inbox has a shaded Flag Status icon that indicates whether a message is flagged or completed. You can flag messages in any folder but the Flag Status icon appears only in active Inbox folders.

FrontPage 2003 features Quick Flags, an easy way to flag a message. Simply click the shaded Flag Status icon to the right of a message, once to flag it for follow up, and again to mark it as completed. To change the current flag color, right-click the flag and click the color you want on the shortcut menu. To change the default flag color, right-click the flag, point to Set Default Flag, and then click the color you want. To remove a flag, right-click the flag and then click Clear Flag. You can also add a reminder to any flagged item.

Important 

Because the Flag Status column does not appear in the practice file folders, this exercise is conducted in your own Inbox. The messages shown in your Inbox will vary from those shown here.

In this exercise, you will flag received messages, update flags, view messages by flag status, and flag a new outgoing message to bring it to the recipient’s attention.

OPEN your own Inbox.

  1. In your Inbox, click the Flag Status icon next to any message.

    The icon and the flag turn red.

  2. Click the Flag Status icon again.

    The icon turns white and the flag changes to a check mark to indicate that the task is completed.

  3. Right-click the Flag Status icon of another message (not a task or appointment), and then click Add Reminder on the shortcut menu.

    The Flag for Follow Up dialog box appears.

    click to expand

  4. In the Flag to list, click For Your Information, in the Flag color list, click Blue Flag, and then click OK.

    The message’s Flag Status icon turns blue.

  5. Click the message to display it in the Reading Pane.

    The label For Your Information appears at the top of the message.

    click to expand

  6. Open a different message.

  7. On the message window’s Standard toolbar click the Follow Up button.

    The Flag for Follow Up dialog box appears.

  8. Select the Completed check box, and then click OK.

    The label at the top of the message shows the completed status.

  9. Close the message.

    In the Inbox, the Flag Status column now displays a check mark.

  10. In the Favorite Folders list, click For Follow Up.

    The message you flagged for follow up is displayed. If you have flagged multiple messages they are grouped by flag color.

  11. Click the New Mail Message button.

    A new message window appears.

  12. On the message window’s Standard toolbar, click the Follow Up button.

    Tip 

    If Outlook alerts you that it is unable to open the For Follow Up folder, in the Navigation Pane, click the plus sign next to Search Folders, and then click the For Follow Up Search Folder.

    The Flag for Follow Up dialog box appears.

  13. In the Flag to box, type a custom label.

  14. In the Due By list, click a date, and then click OK.

    Your label text and deadline appear at the top of the message.

    click to expand

  15. Close the message without saving it.

  16. In the Favorite Folders list, click Inbox.

  17. Right-click the Flag Status icon of each of the messages you flagged in this exercise, and then click Clear Flag to remove the flag.



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Microsoft Office Outlook 2003 Step by Step 2003
Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615217
EAN: 2147483647
Year: 2004
Pages: 116

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