Follow-up Flags and Categories

Quick reference

• 00:05 We're looking at categories and flags in order to mark emails for certain topics.
• 00:12 On the home ribbon, about two-thirds of the way over is a section named Tags.
• 00:17 When I click that drop-down arrow, I can click the Categorize and
• 00:21 notice I have already renamed a bunch of colors.
• 00:23 And I have an option here that says All Categories.
• 00:27 And in here I can now create new categories, rename these,
• 00:31 delete these, and I have 25 different colors I can choose from.
• 00:36 That doesn't mean I'm limited to 25 categories.
• 00:39 You can have 100 if you want, but you only have 25 colors.
• 00:43 All right, I'll click Cancel on this.
• 00:45 Going back to The tags section, I also have follow-up flags of a series
• 00:50 of pink shades, an ad reminder, mark as complete, or I can set a quick click.
• 00:55 All right, let's go ahead and use this.
• 00:57 I have a brand new email with some instructions on it.
• 01:00 And I have a method in my inbox where anytime I'm dealing with handouts or
• 01:05 instructions my category is blue.
• 01:07 I'll go ahead and click on category.
• 01:08 Clicking it once sets a quick click which is red or I can right-click and
• 01:13 I can choose Handouts.
• 01:14 But now I've got two colors on there not a big deal.
• 01:17 Sometimes I need one email in two different categories, that's okay.
• 01:21 I'm also going to put a follow-up flag on this one so
• 01:25 it stands out with a yellow highlight straight across that email.
• 01:29 Another nice feature of the flag is when I right-click, I can come down here and
• 01:33 add reminder.
• 01:34 This allows me to type my own little note.
• 01:37 So I'm going to go ahead and hit Add Reminder.
• 01:40 I do have in the Flag to follow-up,
• 01:42 drop down arrow is a list of pre-formatted responses.
• 01:46 Or since my mouse is the shape of an I-beam, I could type whatever I want.
• 01:50 Finish by Tuesday 4 PM.
• 01:53 And then my due date will be marked as Tuesday.
• 01:57 Click OK to this.
• 01:58 And watch what happens right over here on the right-hand side of this email,
• 02:03 hitting OK.
• 02:04 Check that out, my note just showed up.
• 02:06 Finish by Tuesday 4 PM.
• 02:08 So I can tag little notes in the headings of my emails.
• 02:13 All right, so now that I have some categories marked and
• 02:17 flags marked, let's go ahead and sort my inbox by those items.
• 02:21 First of all, I'm going to click on the flag and all my flags come up to the top.
• 02:25 I only had two, one is a soft pink color,
• 02:27 one is a checkmark that's already been done.
• 02:30 So if I finish this one, I can go ahead and turn it off and
• 02:35 it puts on a checkmark.
• 02:37 What if I didn't want that on in the first place, like it was an accidental click and
• 02:41 I put a flag in there?
• 02:42 Right-click, read the list, and at the bottom we have Clear Flag.
• 02:46 I do happen to like my flags though, so I will put a flag on and
• 02:50 then put a checkmark on it just because I love having those little checkmarks.
• 02:55 Okay, let's do the categories, let's sort that one.
• 02:57 On the categories column header, clicking once sorts them to the bottom.
• 03:02 Reverse sort brings all the colors to the top.
• 03:06 This particular email, I had two colors on it, I had a blue and a red.
• 03:11 So it made sort of a ghost copy under two category colors.
• 03:16 And that is fine, that's okay.
• 03:19 Now if I object to that and I don't want the red one on it,
• 03:22 well I would just right-click and turn off the red category.
• 03:26 And now I just have that one email, one category right here.
• 03:32 I'm going to go ahead and re-sort by my chronological by received.
• 03:36 And that's the beauty of the categories and the flags,
• 03:40 it just helps you keep track, prioritize your emails.
• 03:44 Now, our next lesson is going to be how to set up folders to capture those as well.

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