How To Keep Flagged Emails On Top In Outlook

Flagged emails stay at the top of your Outlook inbox when you sort by the flag column. But if you want to know exactly how to keep flagged emails on top in outlook without messing up your other sorting, you need a few specific steps. This guide walks you through every method, from manual sorting to creating custom views and using rules.

Most people find that flagged messages get buried under newer emails. That is frustrating when you rely on flags to track tasks. The good news is that Outlook gives you several ways to pin those flagged items to the top. You just need to pick the right approach for your workflow.

There are three main ways to achieve this. You can sort by the flag column directly, create a custom view that groups flagged emails first, or use a search folder. Each method works in both Outlook for Windows and Outlook for Mac, though the steps vary slightly.

Method 1: Sort By The Flag Column Manually

This is the quickest method. It works in one click and requires no setup. However, it only works while you keep that sort order active.

Steps For Outlook For Windows

Open your inbox.
Look for the column header row. You see columns like From, Subject, Received, and Flags.
Click the flag icon column header. If you do not see the flag column, right-click any column header and choose “Flag Status” from the list.
Click the flag column header once to sort flagged items to the top. A small arrow appears next to the flag icon.
If flagged emails go to the bottom, click the arrow again to reverse the sort order.

Steps For Outlook For Mac

Go to your inbox.
Click the “View” menu at the top.
Select “Arrange By” and then “Flag Status.”
Choose “On Top” from the submenu.

That is it. Flagged emails now sit above all unflaggged ones. But remember, if you click another column header like Date, the sort order resets. You have to re-click the flag column to bring them back up.

Method 2: Create A Custom View That Puts Flags First

If you want a permanent solution that survives clicking other columns, create a custom view. This takes a few minutes but saves you time every day.

For Outlook 2016, 2019, 2021, And Microsoft 365

Go to the “View” tab on the ribbon.
Click “View Settings.”
Click “Group By.”
In the “Group By” dialog, uncheck “Automatically group according to arrangement.”
Select “Flag Status” from the “Group items by” dropdown.
Set the order to “Ascending” so flagged items appear first.
Check “Show in groups” if it is not already checked.
Click OK twice.

Now your inbox groups all flagged emails together at the top. Non-flagged emails appear below in a seperate group. This grouping stays even if you sort by other columns within each group.

For Outlook For Mac

Click “View” in the menu bar.
Select “Arrange By” and then “Custom.”
In the dialog, click the plus sign to add a level.
Choose “Flag Status” from the dropdown.
Set the order to “Ascending.”
Click OK.

One thing to note: custom views on Mac may not persist after restarting Outlook. If that happens, you might need to recreate the view or use a search folder instead.

Method 3: Use A Search Folder For Flagged Emails

Search folders are virtual folders that show emails meeting specific criteria. They do not move messages, they just display them in one place. This method keeps flagged emails visible without changing your main inbox view.

Creating A Search Folder In Outlook For Windows

Go to the “Folder” tab on the ribbon.
Click “New Search Folder.”
Scroll down and select “Flagged mail.”
Click “Choose” if you want to search only a specific folder, or leave it as “Search all folders.”
Click OK.

A new folder called “Flagged Mail” appears in your folder pane. Click it to see all flagged emails from across your mailbox. They are sorted by date by default, but you can sort by any column.

Creating A Search Folder In Outlook For Mac

Click “File” in the menu bar.
Select “New” and then “Search Folder.”
Name your folder, like “My Flags.”
Under “Criteria,” choose “Flag Status” and set it to “Flagged.”
Click OK.

Search folders update automatically. When you flag a new email, it appears in the folder instantly. When you clear the flag, it dissapears.

Advanced Tips For Keeping Flagged Emails On Top

These methods work for basic needs. But if you manage a high-volume inbox, you might want more control. Here are some advanced tweaks.

Combine Flag Sorting With Categories

You can group flagged emails by category for even better organization. First, flag important messages. Then assign a color category. In your custom view, group by “Flag Status” first, then by “Categories” as a secondary group. This way, flagged emails appear at the top, and within that group, they are sorted by category color.

How To Set Up Two-Level Grouping

Open View Settings from the View tab.
Click “Group By.”
Set the first level to “Flag Status” (ascending).
Click “Then by” and choose “Categories” (ascending).
Click OK.

Now your inbox shows flagged emails grouped by category. Red flagged items appear together, blue ones together, and so on. This is great for project management.

Use Conditional Formatting To Highlight Flagged Emails

Even if you do not group by flag status, you can make flagged emails visually stand out. Conditional formatting changes the font color or style for messages that meet conditions.

Steps For Conditional Formatting

Go to the “View” tab.
Click “View Settings.”
Click “Conditional Formatting.”
Click “Add” to create a new rule.
Name it “Flagged Emails.”
Click “Condition.”
Go to the “More Choices” tab.
Check “Only items that are” and select “Flagged” from the dropdown.
Click OK.
Click “Font” and choose a bright color like red or orange.
Click OK twice.

Now all flagged emails appear in your chosen color. This works alongside any sorting method you use.

Pin The Flagged Mail Search Folder To Favorites

If you use the search folder method, add it to your Favorites for one-click access. In Outlook for Windows, right-click the “Flagged Mail” folder and select “Add to Favorites.” On Mac, drag the folder to the Favorites section in the folder pane.

Troubleshooting Common Issues

Sometimes flagged emails do not stay on top even after you follow the steps. Here are fixes for common problems.

Flagged Emails Keep Going Back To Bottom

This usually happens because you clicked another column header. The manual sort method is temporary. To make it stick, use a custom view or search folder instead. Those methods do not reset when you interact with other columns.

Flag Column Is Missing

If you cannot see the flag column in your inbox, you need to add it. Right-click any column header and choose “Field Chooser.” Find “Flag Status” in the list and drag it to the column header row. You can also use “View Settings” > “Columns” to add it.

Search Folder Not Showing All Flagged Emails

Search folders only search folders you select. If you created a search folder for a specific folder, it will not show flagged emails from other folders. To fix this, edit the search folder and choose “Search all folders” or select the folders you want included.

Custom View Not Saving

Some Outlook versions reset custom views after updates or crashes. To avoid losing your view, export it. Go to “View” > “View Settings” > “Save Current View As a New View.” Give it a name and save it. If the view resets, you can reapply it from the “Change View” dropdown.

Which Method Should You Choose?

Your choice depends on how you work. Here is a quick breakdown.

Manual sort: Best for occasional use. Quick but temporary.
Custom view: Best for daily use. Permanent and flexible.
Search folder: Best for seeing all flagged emails in one place. Works across folders.
Conditional formatting: Best as a visual aid alongside any method.

Most people combine two methods. For example, use a custom view to group flagged emails on top, and add conditional formatting to make them pop. Or use a search folder for flagged items and keep your main inbox sorted by date.

Frequently Asked Questions

Can I keep flagged emails on top in Outlook without changing my sort order?

Yes. Use a search folder. It creates a separate view of flagged emails without altering your inbox sort. You can access it from the folder pane whenever you need.

Why do my flagged emails sometimes disappear from the top?

If you are using the manual sort method, clicking another column header resets the sort. Switch to a custom view or search folder to prevent this.

Does this work in Outlook for Mac?

Yes, but the steps are different. Use the “Arrange By” menu to sort by flag status. For a permanent solution, create a custom view or search folder.

Can I keep flagged emails on top in Outlook Web App (OWA)?

Outlook on the web does not have a direct flag sort option. You can use the “Filter” button and select “Flagged” to show only flagged emails. This is not the same as keeping them on top, but it works as a workaround.

What if I want flagged emails on top only in a specific folder?

Create a custom view for that specific folder. Open the folder, go to View Settings, and set up the grouping or sorting. The view applies only to that folder.

Final Thoughts

Keeping flagged emails on top in Outlook is easy once you know the right method. The manual sort works in seconds. The custom view gives you permanence. The search folder offers a separate workspace. Pick the one that fits your style and stick with it.

Remember to check your Outlook version. Some steps vary between Outlook 2016, 2019, and Microsoft 365. If a method does not work, try the next one. You will find a solution that keeps your flagged messages right where you need them.

Start with the manual sort today. If you find yourself re-clicking the flag column too often, switch to a custom view. That single change can save you dozens of clicks every week. And if you manage multiple accounts or folders, the search folder is your best friend.

Flagged emails are meant to remind you of important tasks. Do not let them get lost in the noise. With these steps, you can keep them on top and stay on top of your work.