Lotus Notes 7 Help - Flagging messages for follow-up

MAIL AND ADDRESS BOOK

Flagging messages for follow-up
You can flag a mail message with an icon to indicate whether the message requires urgent, normal, or low-priority action. Flagging a message also places it in the Follow Up view and miniview, which show only messages requiring follow-up. If you move the flagged message from your Inbox to a folder, the flag stays with the message.

Use the follow-up preferences in your mail database to set defaults for follow up items. Then, you can apply these defaults with a single mouse click using the Quick Flag command. You can change any of these defaults for any specific mail item you choose using the following procedure.

Note If you give another person Editor access to your mail file, that person can flag your messages for follow-up.

To flag messages for follow-up

1. From a mail view, select one or more messages you want to follow up on, and click Follow Up, then do one of the following:

Choose Quick Flag. No additional steps are required.
Choose Add or Edit Flag, and proceed to Step 2.

Tip

You can right-click to access the Follow Up menu or simply drag a message to the Follow Up view. You can also flag an open mail message as you read it.

2. Indicate the importance of the follow-up action by selecting one of the following priority levels.

If you select this priority	This flag appears beside the message
Urgent priority
Normal priority
Low priority

Tip

You can group all messages requiring follow-up by

sorting

on the column with the icon. You can work with follow-up icons in all views except Trash.

3. (Optional) Specify the action you need to take.

Note

Although the information that you specify here and throughout this procedure appears in your copy of the mail message, if you send the message, the information does not display in the sent message.

4. (Optional) Enter a date and time for the action.

5. (Optional) To set an alarm, do the following:

Make sure you entered a date and time for the action in Step 4, and select "Set an alarm on this message."
Specify how much in advance or after the action the alarm should go off. For example, 15 Minutes Before.
Under "When alarm goes off," do one or more of the following if you wish notification to include more than the alarm message box:

Select "Play sound" and then select a sound from the list. Click the Sound icon

to "preview" the sound.

Select "Send mail notification with subject," and enter your name. If you want to include recipients other than yourself, click the Directory icon to select the names of the recipients.

Tip

You can also use the

Follow Up MiniView

as an alternative to alarms to keep aware of follow-up actions you need to take.

6. Click OK.

Note You can make changes to all of these selections anytime by repeating this procedure.

See Also

Removing follow-up flags from messages

Delegating access to your mail database

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