Using
Voting Buttons
From time to time, messages are sent to a group of people inquiring about their positions or opinions on certain issues. Outlook provides voting buttons that can be attached to a mail message so that the recipient needs only to choose a button to respond to the sender. The sender automatically tracks the responses to this message.
To
add voting buttons:
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In the Message Options dialog box, check the box next to
Use voting buttons.
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Select from the default button list under the drop down arrow or make your own. Button names can be typed directly into the button field and are separated by semi-colons as shown below.
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Select any other desired message options, and choose Close. The voting buttons appear as a special toolbar at the top of the message, and a note is added to the header as shown in this graphic.
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If desired, type a note in the body of the message. For example, if you are sending to recipients that are not familiar with the use of these buttons, you might want to emphasize that they are to respond by choosing one of the above voting buttons.
Note: Voters will not see the voting buttons if the message is viewed
using the preview pane in the inbox. They must double-click to open the
message in its own window to see the buttons.
To see tracked votes:
You must open the email replies when they arrive in your Inbox to begin tracking. Votes are tracked in the original sent message. Navigate to the
Sent Items folder and double-click on the original message that was sent to open the message in its own window. Choose the
Tracking tab to see the tracked responses.
Note: Outlook is smart! If someone tries to vote more than once, the person's first vote is eliminated and the most current vote is counted.
Using Flags
You can place a red flag next to a message in the
recipient's Inbox to indicate that some type of action must be taken. For example, you might want the recipient to call you to discuss an issue by a particular date. When the action is complete, the message flag can be removed.
To add a flag to a
message:
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Choose the 
button on the message toolbar. The Flag for Follow Up dialog box appears as shown below.
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Select an action from the drop down arrow for the
Flag to field or type in your own action.
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Select a date from the calendar under the drop down arrow for the
Due by field.
Note: You can also use "natural language" to place a date in a field here. For example, you can type, "next Wednesday" or "two weeks before Christmas". When you move off of the date field, Outlook finds the correct date and places it in the field. Try it - but remember, spelling counts!
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Choose OK. The flag note appears in the header of the message.
The flag is also visible next to the message in the recipient's inbox so
that the recipient knows the message requires some action.
To clear a flag:
To remove a flag after the action is complete, double-click and open the flagged message. Choose the flag button on the message toolbar to open the
Flag for Follow Up dialog box and select Clear Flag. Choose OK.
