Flagging Emails for Colleagues

Not open for further replies.


New Member
Outlook version
Outlook 2010 64 bit
Email Account
Exchange Server
Hello All,

I am after a solutions for a small issue that it seems should be quite simple to achieve, but as yet I cannot find the settings.

I work alongside a small group of people and we all receive one single email address as well as our own.

It seems to happing quite often that we will all respond to an email, so the customer recieves 3 different emails, this not only looks unprofessional but the customer may receive 3 different answers to their query.

What I would like to be able to do is flag an email so that my colleagues are able to see that I have responded, and i can see if they have.

If there is a plugin, or a setting or a system for this type of arrangement I would be very interested in hearing about it.

Thanks In advance!
Are the messages in a shared folder on the Exchange server or forwarded to your personal email?

In a shared mailbox, you could use categories to mark messages - if they are forwarded to your personal address, the others would need to BCC the shared address and you'd have to hope that you didn't all choose to respond at once. Maybe a 'I've got it' reply to the shared address would suffice as soon as you decide to reply.
The messages come through to the info@... email address, and is sent to all members of the company. I am desperately trying to avoid the 'I got this' email as it seems very bulky and problematic approach.

No one person maintains this email so it would be hard to use categories, however it would serve the purpose perfectly, if only changes were global!

Im sure there is a way of dealing with this, we are only a small company and I can imagine that scaling this situation up to a large company size would have massive implications.

Ill keep looking I guess.

Rather than forwarding it to all members, it should be delivered to its own mailbox - then you can open the mailbox in your outlook profile - set a category on the messages you reply to so other know it's taken. It's the easiest and least convoluted method.
Thank you Diane, i reached much the same conclusion, however it would seem the way our system is set up is that our info@.. email address is just a group and does not have its own mail box. Ill have a word with our sys admin and see what we can do.

Thank you for your help.
It's fairly simple to replace - he can remove the DL and create the mailbox and give it that address or he can make the mailbox the only member of the DL. (My preference is to remove the DL, add the mailbox.) Give proper permissions to the people who need it then you just need to open it in your profile.
Not open for further replies.
Similar threads
Thread starter Title Forum Replies Date
P Flagging emails in conversations Using Outlook 2
O flagging replies - several questions Using Outlook 2
L Outlook Macro for flagging messages Using Outlook 0
W Outlook 2021 Hanging on "Sending Emails" Using Outlook 3
M Outlook 365 VBA Auto-Forward Only the first of Duplicate Emails Outlook VBA and Custom Forms 2
J Action based on number of emails after sort by from Using Outlook 5
D Can't read some emails - text size too small. Using Outlook 2
R How to use VB .Net to send emails? Outlook VBA and Custom Forms 0
T Outlook is categorizing emails incorrectly Using Outlook 1
H Move Selected emails to Local Drive Outlook VBA and Custom Forms 0
D Delete Outlook emails from MS server Using Outlook 17
G Creating Macro to scrape emails from calendar invite body Outlook VBA and Custom Forms 6
A Flagged Emails highlighted in yellow Using Outlook 2
P Search folder: all emails sent to or from a domain Using Outlook 1
J Macro to Reply to Emails w/ Template Outlook VBA and Custom Forms 3
G Save emails as msg file from Outlook Web AddIn (Office JS) Outlook VBA and Custom Forms 0
T Outlook 2010 Sub accounts not showing new emails in Inbox Using Outlook 4
Nufc1980 Outlook "Please treat this as private label" auto added to some emails - Help. Using Outlook 4
humility36 Cannot move emails to archive - 440 error Outlook VBA and Custom Forms 1
E Edit incoming emails to remove a certain sentence added by the "system" Using Outlook 1
R Saving Emails and Attachments as .msg file Using Outlook 3
F Color code certain INBOX emails Using Outlook 2
J gmail and deleted emails. Using Outlook 0
Z Outlook 2021 Outlook new emails notification not working Using Outlook 4
J Outlook 365 Outlook Macro to Sort emails by column "Received" to view the latest email received Outlook VBA and Custom Forms 0
C Outlook 365 Copy/Save Emails in Folder Outside Outlook to Show Date Sender Recipient Subject in Header Using Outlook 0
U Outlook not responding when trying to print Emails Using Outlook 6
K mark emails with colour manually (like in thunderbird) Using Outlook 1
richardwing Outlook 365 VBA to access "Other Actions" menu for incoming emails in outlook Outlook VBA and Custom Forms 0
U Outlook on the iPhone cannot approve filtered Emails Using Outlook 0
K Outlook 365 After migrating to Outlook 365, some contacts display in emails with prefixes Using Outlook 0
B Move emails from one account to another Outlook VBA and Custom Forms 2
D Unable to view older emails in desktop app Using Outlook 0
S Outlook 365 Help me create a Macro to make some received emails into tasks? Outlook VBA and Custom Forms 1
R Outlook 2021 Having problem setting up outlook 2021 with windows 11. I have 3 gmail accounts and I want the 3 gmail, emails to merge into the same outlook input. Using Outlook.com accounts in Outlook 0
S Outlook 2021 Can you make emails from 3 word domains "safe" by entering top 2 word domain into Safe List in Outlook? Using Outlook 1
J Outlook 365 Emails showing as links and text only Using Outlook 4
G Removing old emails when adding accounts Using Outlook 3
N VBA Macro To Save Emails Outlook VBA and Custom Forms 1
Horsepower Lost emails Using Outlook 4
P Emails assigned with a certain category (within a shared inbox) to be copied to a specific folder. Outlook VBA and Custom Forms 2
M Saving emails using Visual Basic - Selecting folder with msoFileDialogFolderPicker Outlook VBA and Custom Forms 6
L Emails being archived when I press the A key accidentally - how do I stop this? Using Outlook 0
N Save emails within a certain date range to network drive Outlook VBA and Custom Forms 0
M I cant send emails via Outlook in my W10 PC. Using Outlook 3
e_a_g_l_e_p_i Can emails from Gmail be deleted when they are downloaded to Outlook 2010 Using Outlook 1
D Wrong email address in Outlook 2003 "From" tab in new outgoing emails Using Outlook 4
Witzker How to find all emails from and to a contact in OL 2019 Using Outlook 6
S How to find emails that I sent that have not received a reply? Using Outlook 7
M Extract "Date sent" from emails (saved to folder using drag and drop) Outlook VBA and Custom Forms 1

Similar threads