What is your earliest memory of email

Email Reminders & Follow-ups

Email reminders

Most of the emails we send require follow-up or reminder depending on, and sometimes, independent of the response from others.

You can use Zoho Mail's reminder option to add reminders to your emails. You can have an email tracked when you compose it and be reminded of it later depending on the options you choose. You can easily keep track of your email-based work via reminders. You can also attach reminders to received emails.

Steps to Monitor an Email You Compose: (Outbound Email Reminders)

  1. Sign in to www.zoho.com/mail.
  2. click on Createto open the editor.
  3. Design the email as you normally would.
  4. Add attachments, if any.
  5. Click on that Clock iconto monitor the email.
  6. The following options are available in the reminder popup:
    1. With every answer: You will receive a notification every time you reply to the e-mail. (Ex: You send an email to a number of prospects about a new product or app. You want to be notified of every response you receive to this email.)
    2. If nobody answers up: You can set an appointment and if no one has replied to the e-mail by this date, you will receive a notification at the selected time. (Example: You send an e-mail to a provider and ask for a quote. If you do not receive a response within a week, you would like to be reminded of the e-mail.)
    3. Regardless of the answer: You can set a specific time at which you would like to be reminded of the e-mail, whether or not replies have been received. (Ex: You want to visit a startup and have asked some friends if they would like to come with you. Regardless of the answer, you need to be reminded of the email to plan your trip and book the tickets.)
  7. By default, you will receive notifications as reminders. You can also choose to be reminded by email.

Note:

If you're composing an email that contains phrases indicating that a reminder might be needed, you have the option to add a reminder. If you have not yet set up a reminder for the email, you will be prompted to add a reminder for the specified time and date. Example expressions: let's meet tomorrow at 3 p.m., meeting on Thursday, etc.

Steps to add reminders to incoming email

  1. Sign in to www.zoho.com/mail.
  2. Select the email you want to add the reminder to.
  3. Select the "More Options" drop-down list in the preview window.
  4. Choose Set Reminder.
  5. The following options are available in the reminder popup:
    1. With every answer: You will receive a notification every time you reply to the e-mail. (Ex: Your team receives an email from your client asking for a draft proposal. You have assigned the work to your team member, but want to be notified of all email correspondence to make sure everything is in order.)
    2. If nobody answers up: You can set an appointment and if no one has replied to the e-mail by that date, you will receive a notification at the selected time. (Example: You receive an email from a prospect asking for a quote. You have forwarded the email to sales and would like to be reminded if the offer has not been sent by a certain date.)
    3. Regardless of the answer: You can set a specific time at which you want to be reminded of the e-mail, whether or not replies have been received. (Example: You have received your credit card statement by email. You would like to be reminded of the email on a certain date so that you can pay your fees in good time.)
  6. By default, you will receive notifications as reminders. You can also choose to be reminded by email.

Similar to outgoing email, you can set up follow-up emails for other recipients on the emails that have been sent to you.

Turn off reminder emails

If you opted for notifications, you will receive a separate notification for each reminder. If you don't want your notification area to be flooded with reminder email notifications, you can turn them off. You can turn off the notification by tapping Shut down right click on the notification.

This is how you keep your notification list clear and don't miss any important notifications.

Temporarily switch off email reminders

The email notifications you receive can be postponed for a set period of time. You can temporarily turn off your reminder by doing one of the following options under Turn off until choose:

  • 10 mins: The reminder is displayed again after 10 minutes.
  • 1 hour: The reminder is displayed again after 1 hour.
  • Tomorrow at 10:00 a.m.: You will be reminded again the next day at 10 a.m.
  • Next week Monday at 10:00 a.m.: The reminder will reappear the next Monday at 10:00 a.m.
  • Custom date and time: By selecting this option, you can set the date and time when the reminder should appear again.

Remind recipients - follow-up recipients

You can select the "Also remind recipients" check box to send email to other people who also receive the original email. In this case, these people will also receive the email notification. You can customize the content of the email and enter the content you want in the editor below. This will help you to automatically track email based on one of the following options. The option "Remind recipients too" is not valid if the reminder option "With every reply" has been selected.

(Ex: You email a supplier asking for a quote. If you don't get a response within a week, you may want to be reminded of the specific email. You can send a follow-up email, to request the quote again as you need it immediately.)