How to set a flag to follow up using VBA

You can edit the Flag to Follow up field text each time you flag a message, but you can't save the changes permanently, or even temporarily in an MRU list. However, you can use VBA to set flags, which will allow you to save custom Flag to text, as well as custom reminder times and start or due dates.

This code sample sets a flag to "Call display-name", with a due date in 3 days and a reminder set for 2 days.

To create the macro, open the VBA editor using Alt+F11. Right click on Project1 and choose Insert > Module. Paste the macro into the module and edit as needed.

You'll also need the GetCurrentItem function from Work with an open or selected Outlook item. Paste it in the module following this macro.

For more information on using VBA, see How to use the VBA Editor.

To use the macro, open or select a message and run the macro.

Public Sub SetCustomFlag()

Dim objMsg As Object

' GetCurrent Item function is athttp://slipstick.me/e8mio
Set objMsg = GetCurrentItem()

With objMsg

' due this week flag
    .MarkAsTask olMarkThisWeek
' sets a specific due date
    .TaskDueDate = Now + 3

    .FlagRequest = "Call " & objMsg.SenderName
    .ReminderSet = True
    .ReminderTime = Now + 2
    .Save
End With

Set objMsg = Nothing
End Sub

Note: if you don't include the .MarkAsTask line, the flag will be the 'people flag'. If you use olMarkToday and set the due date for next week, it's converted to a 'next week' flag.

Flag messages after sending

This macro will ask if you want to flag a message after sending it. It waits for a message to hit the Sent folder then asks if you want to flag it.

Because this is an Application_Startup macro, you need to click in Application_Startup code and click Run to test it.

Option Explicit
 
Private WithEvents olSentItems As Items
 
Private Sub Application_Startup()
  Dim objNS As NameSpace
  Set objNS = Application.Session
  ' instantiate objects declared WithEvents
  Set olSentItems = objNS.GetDefaultFolder(olFolderSentMail).Items
  Set objNS = Nothing
End Sub
 
Private Sub olSentItems_ItemAdd(ByVal Item As Object)
  On Error Resume Next
  Dim prompt As String

    prompt$ = "Do you want to flag this message for followup?"
       If MsgBox(prompt$, vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Add flag?") = vbYes Then
            
   With Item
    .MarkAsTask olMarkThisWeek
      ' sets a due date in 3 days
    .TaskDueDate = Now + 3
    .ReminderSet = True
    .ReminderTime = Now + 2
    .Save
End With
       End If
End Sub

No Message Box: Say Yes Before Sending

This variation of the above macro uses a button on the ribbon to click Yes rather than the message box as the message is sent.

Add the SayYes macro to the message form ribbon and click it before sending any message that you want to flag for follow-up.

Option Explicit
Dim SetFlag
Private WithEvents olSentItems As Items
 
Private Sub Application_Startup()
  Dim objNS As NameSpace
  Set objNS = Application.Session
  ' instantiate objects declared WithEvents
  Set olSentItems = objNS.GetDefaultFolder(olFolderSentMail).Items
  Set objNS = Nothing
End Sub
 
Private Sub olSentItems_ItemAdd(ByVal Item As Object)
  On Error Resume Next
  Dim prompt As String
       If SetFlag = vbYes Then
          
   With Item
    .MarkAsTask olMarkThisWeek
      ' sets a due date in 3 days
    .TaskDueDate = Now + 3
    .ReminderSet = True
    .ReminderTime = Now + 2
    .Save
   End With
       End If
 SetFlag = vbNo
End Sub

Sub SayYes()
 SetFlag = vbYes
End Sub

Select a Due Date

The macro samples above use a predefined date for the flag (and/or reminder). If you want to choose your own date, you'll need to use an InputBox and enter either 'a days from now' value or a date (in any valid short date format).

To enter a number for days from now, use this code, with the DIM statement at the top, the InputBox before the With Item line, and replace the TaskDueDate line with the one below.

Dim countDays As Long
countDays = InputBox("How many days from now?")
.TaskDueDate = countDays

To enter a specific date, use this code, with the DIM statement at the top, the InputBox before the With Item line, and replace the TaskDueDate line with the one below. In this code, any valid short date format should work: 4/1, 4/1/17, or 4/1/2017.

Dim RemindMeOn As Date
RemindMeOn = InputBox("Enter the reminder date in any valid short date (m/d/y) format")
.TaskDueDate = RemindMeOn

Flag all messages as they arrive

If you want to flag all messages as they arrive, you can use an ItemAdd macro, or use a rule with a run a script macro. In this example, I have an ItemAdd macro. You could use an If statement to restrict which messages are flagged, or convert it to a run a script macro and use a rule to filter the messages.

To use this code, paste it into ThisOutlookSession, click in the Application_Startup macro and click the Run button. Don't forget to set your macro security to low during testing then use SelfCert to sign it when you are satisfied it works as expected.

Option Explicit
  
Private WithEvents olItem As Items
  
Private Sub Application_Startup()
  Dim objNS As NameSpace
  Set objNS = Application.Session
  ' instantiate objects declared WithEvents
  Set olItem = objNS.GetDefaultFolder(olFolderInbox).Items
  Set objNS = Nothing
End Sub
  
Private Sub olItem_ItemAdd(ByVal Item As Object)
  On Error Resume Next
             
   With Item
    .MarkAsTask olMarkThisWeek
      ' sets a due date in 24 hours
    .TaskDueDate = Now + 1
    .ReminderSet = True
    .ReminderTime = Now + 1
    .Save
End With

End Sub

Run a Script rule to Flag Messages

To use the macro in run a script rule, use the following code sample.

Public Sub FlagMessage(Item As Outlook.MailItem)
  On Error Resume Next
              
   With Item
    .MarkAsTask olMarkThisWeek
      ' sets a due date in 24 hours
    .TaskDueDate = Now + 1
    .ReminderSet = True
    .ReminderTime = Now + 1
    .Save
End With
 
End Sub

See Run a Script rules for more information on using Run a Script rules.

Mark Flags Completed and Remove Categories

Use this macro to mark flagged message complete and remove any categories assigned to the message.

Option Explicit
 
Public Sub DoSomethingSelection()
    Dim Session As Outlook.NameSpace
    Dim currentExplorer As Explorer
    Dim Selection As Selection
     
    Dim obj As MailItem
 
    Set currentExplorer = Application.ActiveExplorer
    Set Selection = currentExplorer.Selection
 
 
    For Each obj In Selection
  
     With obj
      .Categories = ""
      .FlagStatus = olFlagComplete
      .Save
     End With
 
    Next
 
    Set Session = Nothing
    Set currentExplorer = Nothing
    Set obj = Nothing
    Set Selection = Nothing
 
End Sub

Outlook 2003

If you are using Outlook 2003, you need to edit the code a little, as Outlook 2003 uses colored flags.

Public Sub SetCustomFlag()

Dim objMsg As Object

' GetCurrent Item function is athttp://slipstick.me/e8mio
Set objMsg = GetCurrentItem()

With objMsg
    .FlagIcon olPurpleFlagIcon
    .FlagDueBy = Now + 3
    .FlagRequest = "Call " & objMsg.SenderName
    .ReminderSet = True
    .ReminderTime = Now + 2
    .Save
End With

Set objMsg = Nothing
End Sub

How to use macros

First: You need to have macro security set to low during testing. The macros will not work otherwise.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Some macros need to be in ThisOutlookSession, others go into a module or can be placed in either ThisOutlookSession or a module. The instructions are below.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

If you are told to put the code in a module:

1. Right click on Project1 and choose Insert > Module
2. Copy and paste the macro into the new module.

If you are told to put the macro code in ThisOutlookSession:

1. Expand Project1 and double click on ThisOutlookSession.
2. Copy then paste the macro into ThisOutlookSession. (Click within the code, Select All using Ctrl+A, Ctrl+C to copy, Ctrl+V to paste.)

More information as well as screenshots are at How to use the VBA Editor