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#Outlook 2016 reminders maintenance how to#

Since the notes are kept in OneNote, you have great flexibility in organization using OneNote’s architecture: Notebook, Section, and Page. This works especially well for lengthy threads in which you need to add personal notes at different stages. Using OneNote is by far my favourite way to add notes to email. You can sort your sticky notes by subject, date created, or the category.When you finish typing, click away from the sticky note window and your note will be automatically saved. The first line will appear as the subject of the note so it is a good practice to create a meaningful short title. You can also change the colour and category anytime after the note is created by clicking the note icon in either the icon view of list view. To change the colour of the sticky note, click the note symbol on the top left corner and choose “Category”. You can drag the corner of the sticky note window to enlarge the window. A yellow sticky note window will open up.Click the icon with 3 dots on the bottom of the Navigation Column (also referred to as Folder column) in Outlook and click “Notes”.Notes are searchable, sortable, and colour-coded, but the contents are not formattable since it is a plain old text file. That said, Outlook Notes is a handy utility to keep your personal notes on various matters and can certainly be used to keep simple notes on emails as long as you enter enough information in the note so you can locate the emails if you need to re-read, reply or forward the messages. It baffles me to no end why Microsoft would create a Notes feature in Outlook and yet stop short of providing a way to bind a note to a message in the Inbox or Sent box.

The maximum characters you can choose is 50.

To adjust the display width of the column, go to “View Settings…”, then “Format Columns” and “Specific width”.

You are limited to 70 characters, including spaces and punctuation.

In the “Other Settings…” box, check the box marked “Allow in-cell editing”.

Go to “View Settings…” again and click “Other Settings…”

Next you have to change the settings so you can enter notes in the new column.

Usually it is easier to spot and read the notes if it is the first column.

Name your column and move your new column up or down to where you want it to appear.

Select “View Settings…”, then “Columns…”, then “New Column…”.Right click on the header row (where it says “All | Unread | Mentions…” if you haven’t changed the default) on the list column.And being mildly anal retentive, I do not like the note column messing up the list column, even less than not eating my Smarties in colour order. You can type over the original subject or add your notes before or after the original subject.Īgain, this only works for short notes, even shorter than using the subject line or a custom flag. Double click to open the email (you cannot change the subject in the preview pane).Again, this will only work for short notes as you are limited to 255 characters, including spaces and punctuation. You can change or add to the subject line. So this is a feasible option but high-maintenance nonetheless. Using the subject line to help organize the “note messages” helps somewhat, but if the thread involves multiple recipients and lasts for more than a few weeks, it can get messy quickly, especially if you get lots of emails on a daily basis. If the thread is long, your notes will be scattered over multiple forwarded emails. This works well if the email thread is not too long.

Right click on the flag of the message on the message list columnįorward the email to yourself and you can add lengthy notes and even attachments and links.

In addition, the notes entered in the “Flag to” box are not searchable. I have used this workaround for a while but abandoned it because the note is limited to 255 characters, is not formattable, and is difficult to spot since it is wedged between the subject and the start/completion date and reply date. The Outlook versions I use are Office 365 and Outlook 2010, but all options below should work with Outlook 2013 as well. I have used all of these at one time or another and I have eventually eliminated all but the last. There are third party plugins that facilitate adding notes to mail messages, but for this article I will limit the scope to Microsoft Office products.īelow are a few options you can try. For now, we can only pick one or two imperfect workarounds and hope that Microsoft will some day add this as a feature. There are numerous imperfect ways to add notes to email messages received or sent but no perfect method.

#Outlook 2016 reminders maintenance how to#

A question I have been asked numerous times is how to add personal notes, annotations, additional information or comments to an email that you have sent or received.