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how to exclude flagged emails from todo list

Posted on 2010-08-23
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Last Modified: 2012-05-10
flagged emails show up in the OL2k7 todo list, which show up in the daily todo's in the calendar.  I find the daily todo list helpful, but I don't want all my flagged emails cluttering my daily todo.    If I want an email to be a task, I just drag it into tasks.  I flag emails for all sorts of other reasons.  

I'm looking for a solution that would do one or more of:

1. exclude ALL flagged emails from the todo list.

2. exclude flagged emails in PSTs other than the primary PST from todo list

3. exclude specific email folders from this behavior.

thanks in advance.
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Question by:jennynover
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8 Comments
 
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Expert Comment

by:linraf
ID: 33504900
Not exactly what you are asking for, but here are a few thoughts:
1. You can arrange the to do list so it is sorted by folder, showing the tasks folder on the top, and ignore all others, though they would still be there.
2. Use categories for the emails that you are flagging for other reasons besides as a task. You can do aboutt he same things with a category as a flagged message, and a couple things more I think.
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linraf earned 250 total points
ID: 33505050
You also can sort by type, which shows tasks separately frommessages.
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Author Comment

by:jennynover
ID: 33506206
Couldn't find "type" but "Message Class" (from All Mail Fields) separates them into messages and tasks.  

So Group by Message Class - divided it out into messages and tasks, with the ability to collapse the one's i don't want to see.   SubGrouping by "In folder" was also useful.

Group by Outlook Data File - could be useful for me, since lots of my flagged emails are in other PST's

Now that I discovered "message class",  I used a filter on the ToDo list view to: doesn't contain Message Class IPM.Note  - which removed them from the view.   (why is a email message classed as IPM.note? who knows!)

HOWEVER that still leaves the daily Todo list in the Calendar full of crap....
I can't figure out how to customize that list view... i can add the <>"message class" filter on the ToDo bar in the calendar, but the daily tasks on the calendar itself still contain messages.

Arghhh.... but getting there!   ... I'll just see if I can get that last little bit before closing the quesiton.
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LVL 6

Expert Comment

by:linraf
ID: 33506258
At the top of the task list portion of the todo bar is where I was able to customize the settings, one being the type..
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Assisted Solution

by:linraf
linraf earned 250 total points
ID: 33506271
Just above the first task and the type new task input box.
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Author Comment

by:jennynover
ID: 33506419
Yeah!!!! I'm there.  

First this confirmed the Daily Task List can't be filtered:
http://blogs.msdn.com/b/outlook/archive/2007/12/07/the-daily-task-list.aspx?PageIndex=2#comments " Unfortunately, the view in the Daily Task List cannot be filtered, but you can turn on the To-Do Bar in the Calendar."

BUT:  from that article (http://blogs.msdn.com/b/outlook/archive/2007/12/07/the-daily-task-list.aspx)  Iearned that ONLY TASKS WITH A DATE SHOW UP.

So the problem is that when I flag emails, it automatically flags them with a due date of TODAY.  So they show up  on the daily task list.  If they are flagged with NO DATE, then they don't show up.

I changed the flag to default to NO DATE by right clicking in the flag column, "set quick click" , and select "no Date".

Now I can flag emails without them showing up in the daily task list!!!!   Whohoo!

but linraf, you definitely got me headed in the right direction, so we are splitting points!  Thanks.
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Expert Comment

by:Quotas47
ID: 34762808
Solution:

I have found that the no-date advice posted by the author is a little vague, but effective once I discovered the settings they were talking about.

Personally, I used my own solution for someone I support, and it worked for them.
From the main mail pane, you have the To-Do bar on the right side. Right click on the Arranged By: and click Custom...
Click Filter... and go to the More Choices tab.
Check the "Only items which:" box and select "have no flag."

My client wanted to use and display only custom tasks totally unrelated to flags (she likes to flag emails to keep and review, so theyre easier to find in her inbox... but not use the color codes that Outlook has...)

This will not put flagged items in the to-do pane any longer, totally. If you still want flagged items in the to-do pane, this is not a solution for you, but if you like flags for some other reason, and are annoyed they clutter up your Tasks List, this is for you.

Mike
Helpdesk Technician
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