TL;DR
To set an Outlook follow up reminder, right-click any email, select Follow Up > Add Reminder, choose a date and time, and click OK. This adds a flag and a pop-up reminder so you remember to act later. Shortcut: Ctrl + Shift + G opens the reminder window directly in Outlook desktop.
If you’re struggling to stay on top of important messages, using the Outlook follow up reminder feature can help keep you organized and accountable. This built-in tool lets you flag emails for future attention and set timed alerts to remind you of pending tasks or replies.
Whether you’re managing sales inquiries, project deadlines, or client communication, follow up reminders ensure you never lose track of what matters. Outlook provides several ways to create and customize these reminders, suitable for both individuals and teams.
What Is a Follow Up Reminder in Outlook?
A follow up reminder in Microsoft Outlook is a way to flag an email as something that needs attention at a later time. In addition to placing a visible flag next to the message, Outlook can display a pop-up alert and even synchronize the task with your calendar or To-Do list.
Main Features:
- Flags emails for follow up
- Adds visual tags to the inbox
- Can be synced with Microsoft To Do
- Pop-up reminders notify you at set times
- Supports custom due dates and recurrence
This turns Outlook into a lightweight task manager without needing external tools.
How to Set a Follow Up Reminder in Outlook Desktop (Windows)
Here’s how to add a follow up reminder:
- Right-click the email you want to flag
- Hover over Follow Up
- Click Add Reminder
- Set the Start date, Due date, and Reminder time
- Click OK
The email will now show a red flag, and Outlook will display a pop-up reminder at the scheduled time.
Keyboard Shortcut:
- Ctrl + Shift + G opens the Custom follow-up dialog instantly
You can also use Quick Click settings to apply a default flag with one click.
How to Add a Follow Up Without a Reminder
Sometimes, you want to flag an item without receiving a timed alert:
- Right-click the email
- Select Follow Up > Today, Tomorrow, or another quick option
- No pop-up will appear, but the email will be flagged visually
This is useful for visual organization without interruptions.
How to Manage Follow Up Reminders
To manage or update existing reminders:
- Locate the flagged email in your inbox
- Right-click the flag icon
- Choose Mark Complete to remove the flag
- Or choose Clear Flag to remove it entirely
- To change the time, click Add Reminder and update the fields
You can also view all follow-ups in the Tasks pane or To-Do List view.
How to Use Follow Up with Calendar and Tasks
Flagged messages can appear in:
- Microsoft To Do (if integrated with your Outlook account)
- Task Pane in Outlook (View > To-Do Bar > Tasks)
- Daily Task List below the Calendar view
This helps consolidate your email-related tasks with your calendar.
How to Use Follow Up Reminders in Outlook Web
Outlook on Office.com offers a simplified version:
- Right-click the email
- Click Flag
- A red flag appears, and the item moves to the Tasks view
- To set a reminder time, use Microsoft To Do for more detailed scheduling
There is currently no pop-up alert for flagged items in Outlook Web unless paired with the To Do app.
Follow Up Reminder Options in Outlook for Mac
- Right-click the message
- Select Follow Up > Add Reminder
- Choose your date, time, and click OK
Outlook for Mac includes most of the same flag and reminder features, though shortcut keys may differ.
How to Customize Quick Click Flag Options
You can define a default follow up action:
- Click Home > Follow Up > Set Quick Click
- Choose Today, Tomorrow, Next Week, etc.
- Now, clicking the flag icon once applies your selected default
This is ideal for quickly tagging multiple emails with minimal effort.
How to View All Follow Up Emails in Outlook
To track all follow up reminders:
- Use the Search Folder > Follow Up Flags
- Or filter your inbox by clicking the flag icon
- Go to Tasks or To-Do List pane for a dedicated view
This keeps you focused on outstanding tasks without scrolling through your inbox.
Tips for Using Outlook Follow Up Reminders Effectively
- Set realistic due dates to avoid alert fatigue
- Use colors to categorize flags (in older Outlook versions)
- Combine with Outlook rules for automatic tagging
- Integrate with Microsoft To Do for full task management
- Regularly review flagged items to avoid backlog
FAQ: Outlook Follow Up Reminder
What is the shortcut to set a follow up reminder in Outlook?
Press Ctrl + Shift + G after selecting the email to open the reminder window.
Can I set follow up reminders in Outlook Web?
Yes, you can flag emails, but pop-up reminders require Microsoft To Do integration.
How do I remove a follow up flag?
Right-click the flagged message and select Clear Flag or Mark Complete.
Do follow up reminders appear on my calendar?
Not directly, but flagged messages appear in your Tasks and can sync with Microsoft To Do.
Can I snooze or reschedule a reminder?
Yes. When the reminder pops up, choose Snooze, or open the item to change the due date.
Will reminders work if Outlook is closed?
Only if your account is on Microsoft Exchange or Microsoft 365. Otherwise, Outlook must be running.
Conclusion: Stay On Top of Tasks with Outlook Follow Up Reminders
Using the Outlook follow up reminder feature is a simple yet powerful way to turn your inbox into an actionable task list. Whether you need a quick nudge or a full task workflow, Outlook helps ensure that nothing slips through the cracks. From keyboard shortcuts to full task integration, follow up reminders keep you productive, organized, and in control.
Make every email count with timely reminders and smart follow-ups.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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