E-mail is a great way to stay in touch with co-workers, clients, and customers. But unruly inboxes can quickly get out of hand. Unread messages, spam, and other unwanted mail not only clog your inbox but also risk ending up in your trash folder or even being blocked by your email provider.
Any organization needs systems to keep track of documents and information. Flagging emails is an effective way to keep tabs on important messages. When you flag an email, you mark it as important so you can find it more easily later if necessary. Flagging also allows you to archive the message so that it won’t take up space in your inbox again.
Let’s look at exactly what does flagging an email do, how to flag an email, and some useful tips for keeping your flagged messages organized effectively.
Mark as Read or Unread
If you read a message fully, you can mark it as read to clean up your Inbox. You can also mark an unread message as read to mark it for follow-up. Marking a message as read or unread is the most common flag.
All emails are the most common type of flag. It’s a visual cue to remind you of associated tasks with the email. You can mark any email as All if you want to follow up on it with multiple people, create a calendar event from it, or add it to a project or a to-do list. You can also use All to mark emails that might need follow-up in the future, but not right away.
If you want to follow up with a person on an email, you can use the Follow-up flag. This allows you to quickly locate all messages related to the follow-up. You can also use the Follow-up flag to mark emails that need action in the future but not right away. The follow-up actions will be added to your to-do list in My Inbox so you can easily track your follow-up messages.
The Important flag is a visual cue to indicate the content of the email is important to you. By clicking on the flag, you can add a note to explain why you flagged it as important. It’s a good idea to mark important emails so you can return to them later.
Your Inbox may be full, but your other folders may have plenty of room. If you use filters, you can apply the Important flag to emails that meet your filter criteria. You can then view those emails in a separate list.
Move to Folder
When you’re done with an email, you can move it to a different folder or apply a label to it. You can also flag the email and select the Move to Folder option. You can select a folder from your existing folders, or create a new one.
If you want to add a sticky note to an email, you can use the Sticky Note flag. A sticky note is a temporary visual cue that shows up at the top of your Inbox. You can also add a note to the flag, so you can see it when you click on the flag again.
The more you use flags, the less stress you will feel when it comes to receiving and dealing with emails. You can quickly and easily choose which emails need attention and which can wait until later.
Remember to use all the different types of flags so you can take full advantage of them. These visual cues will help you reduce the time you spend on your emails and allow you to spend that time on more important things.