You can use this to quickly find messages with a particular Category or Flag applied, and you can also combine these criteria together for a more specific search. Once you click the Search box, another ribbon appears with many different options for refining different search criteria.Īgain, you’ll notice options here for the first two topics discussed in this article: Categorized and Flagged. In either the email list view or the Task view, if you click on the flag icon on a particular item, that item will be marked as Complete and will then no longer show on your active Task list.Īnother important and robust feature in Outlook is the Search function, which can be accessed from anywhere in Outlook on the very top Title bar. As you process through your emails, if you add flags to the items that need follow ups, you can refer to this Task view for a running to-do list where you can check items off your list. The flag feature gets especially useful when you see how it integrates with Tasks in Outlook, which is accessed by clicking the Tasks icon in the same row as the Mail, Calendar, and Contacts icons.Įvery time you mark an email with a flag, it shows up in your Tasks list with the information you specified in the flag. These are all intended to help you keep a timeline and not miss any obligations. As you see here, you can choose a Start date, Due date, and even set a Reminder at a certain date and time. There are additional options you can access if you choose a Custom flag. When you add a Follow Up Flag to an email, it shows a yellow highlight in the list so that you can quickly visually identify it. For example, if I wanted to mark something that needs a follow up tomorrow, I would choose the Tomorrow flag. Like Categories, you can add a Follow-Up Flag either from the Ribbon under the Follow Up menu, or you can right-click the message and get to the same menu.įrom there, you can choose either a preset flag, or you can choose a custom. This way you can plan your days and make sure you don’t miss any follow-ups. You aren’t always able to answer every email or do every task immediately, so you can use Follow-Up Flags to keep track of when you need to respond. The next Microsoft Outlook feature called “Follow-Up Flags”, is another way to help stay organized by marking messages, particularly in the case where there is some action needed from you in response. Your screen should look something like this.Ĭlick OK to accept your changes, and when you get back to the list view, you’ll notice the colors corresponding to the Categories you choose will appear in your list of emails. Then, find Categories on the list on the left (Available Columns), and click the Add > button so it appears on the right (“Show these columns…”). If you want it to show up in your list view, go to the View tab on the main screen, click on View Settings, and click the button for “Columns…”. When you set a Category on an email, you’ll notice it appears at the top of the email directly under the Subject line. Now, once we know how to set Categories, we also need to know how they can be used. I also assigned a different Shortcut Key to each of my categories so that when I am in my email list, I can quickly press this keyboard shortcut to categorize them accordingly. In my example, I renamed the Green Category to “Informational”, the Blue Category to “Technical Requests”, and I also created a brand new category called “Blog Articles”. You’ll also notice that you can create brand new categories from this same screen. On the screen that follows, you can click any Category you want, rename it, assign it a different color, and even assign a Shortcut Key, which allows you to quickly set a message to that Category by using the keyboard shortcut you choose from the list. To do so, click on the “All Categories…” menu option. If these work for you, then great! But Outlook allows you to go deeper and customize the Categories. (Note: You can also access this button if you right-click an email, as well as within a single email if you double-click it to open it in a new window).īy default, Outlook has several Categories already created, named for the colors associated with them. When viewing emails in your Outlook list, you’ll notice on the Ribbon at the top of your screen, there is a Categorize button that looks like this. This first feature, aptly named “Categories”, allows you to classify messages in your Inbox and other folders into different categories.
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