Tame your computer - with follow-up flags

In her regular series for Cambridge Network members, software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she describes how to add follow-up reminder text and a column to an email (Microsoft Outlook).

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This week’s tip is inspired by a question from Patricia, who asked whether there is a way to add and display a follow-up action to an email.

As always, there are various ways (all of them not ideal, I’d say) and you need to find a system that works for you. But I wonder whether working with custom flags could do the trick. And why not add it as an extra column to make it even more visible?

[[{"fid":"296879","view_mode":"default","fields":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 1","field_file_image_title_text[und][0][value]":"follow up roem 1"},"link_text":false,"type":"media","field_deltas":{"1":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 1","field_file_image_title_text[und][0][value]":"follow up roem 1"}},"attributes":{"alt":"follow up roem 1","title":"follow up roem 1","class":"media-element file-default","data-delta":"1"}}]]

Here’s how:

  1. Press CTRL + SHIFT + G. (If you don’t like keyboard shortcuts you can first add a flag and then right-click it.)
  2. Type your reminder text.

[[{"fid":"296880","view_mode":"default","fields":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 2","field_file_image_title_text[und][0][value]":"follow up roem 2"},"link_text":false,"type":"media","field_deltas":{"2":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 2","field_file_image_title_text[und][0][value]":"follow up roem 2"}},"attributes":{"alt":"follow up roem 2","title":"follow up roem 2","class":"media-element file-default","data-delta":"2"}}]]

3.    If you want, change the Start and Due date and/or set a Reminder.
4.    Press ENTER or click OK.

The text you typed will only be visible in the Reading Pane, so I recommend adding the Follow Up Flag column.

[[{"fid":"296881","view_mode":"default","fields":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 3","field_file_image_title_text[und][0][value]":"follow up roem 3"},"link_text":false,"type":"media","field_deltas":{"3":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 3","field_file_image_title_text[und][0][value]":"follow up roem 3"}},"attributes":{"alt":"follow up roem 3","title":"follow up roem 3","class":"media-element file-default","data-delta":"3"}}]]

The easiest way to add the column is to right-click any of the column headings and select Field Chooser. Next, simply drag Follow Up Flag to your desired spot.

[[{"fid":"296882","view_mode":"default","fields":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 4","field_file_image_title_text[und][0][value]":"follow up roem 4"},"link_text":false,"type":"media","field_deltas":{"4":{"format":"default","alignment":"","field_file_image_alt_text[und][0][value]":"follow up roem 4","field_file_image_title_text[und][0][value]":"follow up roem 4"}},"attributes":{"alt":"follow up roem 4","title":"follow up roem 4","class":"media-element file-default","data-delta":"4"}}]]

Thanks for the tip inspiration, Patricia!

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PS Think anyone you know might like my tips? Tell them to sign up to my weekly emails by writing to subscribe@roem.co.uk

These tips are written for Microsoft 365 desktop apps and Windows 10 users, but might also be useful in Office 2010, 2013 and 2016. I meticulously test every tip I write to make sure it is correct, easy to understand and time-saving. Let me know if something isn't clear or doesn't work.

10 January 2022

Karen Roem offers software training and support through her company Roem Ltd.  Contact her by email (Karen@roem.co.uk) or visit her website at www.roem.co.uk

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