You can signal priority to your recipients without writing a single word in the subject line by using Outlook’s built-in importance markers. If you’ve ever wondered how to mark email as important outlook, the process is simpler than you might think. Whether you’re using the desktop version, web app, or mobile client, Outlook gives you clear tools to flag messages as high or low priority. This guide walks you through every method step by step, so you never send an urgent email without the right flag again.
Let’s start with the basics. The importance feature in Outlook is not the same as a flag or a category. It’s a metadata tag that tells your recipient’s email client to display a red exclamation mark or a blue down arrow next to the subject line. This helps your message stand out in a crowded inbox without extra words.
Why Use Importance Markers In Outlook
Before we jump into the steps, it helps to understand why you’d want to use importance markers at all. Many people rely on subject lines like “URGENT” or “PLEASE READ NOW,” but those can come across as spammy or desperate. The importance marker is a built-in, professional way to convey urgency.
- It’s non-verbal – no need to shout in all caps.
- It’s universally recognized – most email clients display the icon.
- It helps with inbox filtering – recipients can sort by importance.
- It reduces miscommunication – your intent is clear from the start.
Outlook also lets you set importance on incoming messages using rules, which is handy for managing your own workflow. But for now, we’ll focus on sending.
How To Mark Email As Important Outlook (Desktop Version)
The desktop version of Outlook, part of Microsoft 365 or Office 2019/2021, is the most common way people handle email. Here’s how to mark an email as important before you send it.
Step 1: Open A New Email Message
Click “New Email” in the Home tab. A blank composition window opens. Type your recipient, subject, and message as usual. Do not send it yet.
Step 2: Locate The Importance Buttons
Look at the top of the message window, in the “Tags” section of the ribbon. You’ll see two small icons: a red exclamation mark (High Importance) and a blue down arrow (Low Importance). Click the red exclamation mark.
That’s it. The button will highlight, and a red bar appears at the top of your message saying “This message has been marked as High Importance.”
Step 3: Verify And Send
Double-check that the importance marker is set. You can also set it from the “Message” tab by clicking “Importance” and selecting “High.” Then hit Send. Your recipient will see the red exclamation mark in their inbox list.
If you want to mark an email as low importance, click the blue down arrow instead. This is useful for FYI messages that don’t require immediate action.
How To Mark Email As Important Outlook (Web Version)
Outlook on the web (OWA) works slightly differently. The buttons are in a different location, but the process is just as quick.
Step 1: Start A New Message
Log into outlook.com or your work OWA portal. Click “New message” in the top left. The compose pane opens on the right side of the screen.
Step 2: Find The Importance Option
In the compose pane, look at the toolbar above the message body. You’ll see a row of icons including bold, italic, attach, and more. Click the three dots (More options) at the far right. A dropdown menu appears.
Select “Show message options.” A panel opens on the right. Under “Importance,” choose “High” from the dropdown. You can also choose “Low” if needed.
Step 3: Confirm And Send
Close the options panel. The importance marker is now set. You won’t see a visual indicator in the compose pane, but it’s active. Send your email. The recipient will see the red exclamation mark in their inbox.
One note: the web version does not show the importance icon in the sent folder as clearly as the desktop version. But it works the same way on the receiving end.
How To Mark Email As Important Outlook (Mobile App)
The Outlook mobile app for iOS and Android also supports importance markers. The steps are a bit hidden, but they’re there.
Step 1: Compose A New Email
Open the Outlook app on your phone. Tap the compose button (usually a pencil or plus icon). Enter the recipient, subject, and message.
Step 2: Access The Importance Setting
Tap the three dots (More) in the top right corner of the compose screen. A menu slides up. Look for “High Importance” or “Importance.” Tap it. A checkmark appears next to “High Importance.”
On some versions, you might see a toggle switch. Flip it on. The app does not show a red bar like the desktop version, but the setting is saved.
Step 3: Send The Email
Tap the send arrow. Your recipient will see the importance marker on their end. The mobile app also lets you mark incoming emails as important for your own reference, but that’s a different feature (flagging).
How To Mark Multiple Emails As Important At Once
Sometimes you need to mark several outgoing emails as important. Doing it one by one is tedious. Here’s a faster way using templates or rules.
Method 1: Use A Quick Step
In the desktop version, go to the Home tab. Click “Quick Steps” and select “New Quick Step.” Name it something like “High Importance Email.” Choose “Set Importance” as the action. Select “High.” Then assign a shortcut key (like Ctrl+Shift+1). Now, whenever you compose a new email, just press the shortcut to set importance instantly.
Method 2: Create A Template
Create a new email, set the importance to High, and save it as an Outlook Template (.oft). When you need to send a high-importance email, open the template instead of a new message. The importance marker is already set.
Method 3: Use A Rule For Incoming Emails
If you want to automatically mark emails from a specific sender as important, create a rule. Go to File > Manage Rules & Alerts. Click “New Rule.” Select “Apply rule on messages I receive.” Choose conditions like “from a specific sender” and actions like “mark it as high importance.” This is great for your boss or key clients.
How To Remove Importance From An Email
Made a mistake? Removing importance is just as easy. In the desktop version, open the email in the compose window. Click the red exclamation mark again to deselect it. The button returns to its default state. In the web version, go back to “Show message options” and set importance to “Normal.” In the mobile app, tap the three dots and uncheck “High Importance.”
If the email is already sent, you cannot change the importance retroactively. You’ll need to send a follow-up email or recall the message if your organization allows it.
Common Mistakes When Using Importance Markers
Even experienced users make errors with importance markers. Here are a few pitfalls to avoid.
- Overusing high importance – if every email is urgent, nothing is urgent.
- Forgetting to set it – you compose the perfect email but forget the marker.
- Confusing importance with flags – flags are for your own to-do list, not for the recipient.
- Using it on spam – never mark promotional emails as high importance.
Stick to using importance markers for genuinely time-sensitive messages. Your recipients will thank you.
How Importance Markers Appear To Recipients
Understanding what your recipient sees helps you use the feature correctly. In most email clients, including Gmail, Apple Mail, and Thunderbird, the importance marker appears as a small icon next to the subject line in the inbox list. In Outlook itself, the red exclamation mark is very prominent. In other clients, it might be a colored bar or a text label.
Some email clients ignore importance markers entirely. For example, Gmail does not display them by default. But it does use them for sorting and filtering. So even if the recipient doesn’t see the icon, the email may be treated as higher priority in their spam or priority inbox settings.
Using Importance With Other Outlook Features
Importance markers work well with other Outlook tools. Combine them with categories, flags, and follow-up reminders for maximum effect.
Categories
Assign a color category to high-importance emails. For example, red for urgent, yellow for important but not urgent. This gives recipients a visual cue even if they don’t see the importance icon.
Flags
Flag an email for follow-up and set a due date. This creates a to-do item in the recipient’s task list. Combine with high importance for critical deadlines.
Delivery And Read Receipts
For truly important emails, request a delivery receipt and a read receipt. Go to Options > Request a Delivery Receipt or Request a Read Receipt. This confirms the email arrived and was opened.
How To Mark Email As Important Outlook For Specific Contacts
If you regularly send high-importance emails to the same people, set up a rule or a template. But you can also use the “Send As” feature with importance pre-set. Create a separate signature or stationery for urgent emails. This saves time and ensures consistency.
Another trick: use the “Delay Delivery” feature for important emails. Set the email to send at a specific time when the recipient is likely to check their inbox. Combine with high importance for maximum impact.
Troubleshooting Importance Markers
Sometimes the importance marker doesn’t appear as expected. Here are common issues and fixes.
- Marker not showing in sent folder – this is normal for web and mobile versions. Check the recipient’s inbox to confirm.
- Marker not visible to recipient – some email clients strip importance metadata. Test with a colleague first.
- Button grayed out – you might be using a shared mailbox or a delegated account. Check permissions.
- Rule not applying – verify the rule order and conditions. Rules stop processing after the first match.
If nothing works, restart Outlook or check for updates. Microsoft frequently patches bugs related to importance markers.
Best Practices For Using Importance Markers
To get the most out of this feature, follow these simple guidelines.
- Use high importance sparingly – reserve it for emergencies and deadlines.
- Always set importance before writing the message – it’s easy to forget later.
- Combine with a clear subject line – don’t rely solely on the icon.
- Test with a colleague – send a test email to see how it looks on their end.
- Educate your team – make sure everyone understands what the icons mean.
These practices keep your emails effective without annoying your recipients.
How To Mark Email As Important Outlook For Mac Users
Outlook for Mac has a slightly different interface. Here’s how to do it.
Step 1: Open A New Message
Click “New Email” in the toolbar. The compose window opens.
Step 2: Find The Importance Button
Look in the toolbar at the top of the compose window. You’ll see a small flag icon. Click the dropdown arrow next to it. Select “High Importance.” A red exclamation mark appears next to the flag.
Step 3: Send
Type your message and send. The recipient sees the importance marker. On Mac, you can also set importance from the “Message” menu at the top of the screen.
How To Mark Email As Important Outlook For Business
In a corporate environment, importance markers are often used for internal communications. But be aware of company policies. Some organizations disable importance markers in shared mailboxes or for external recipients. Check with your IT department if you’re unsure.
For business users, consider using “Important” in the subject line as a backup. For example: “[IMPORTANT] Q4 Report Due Friday.” This ensures the message is noticed even if the marker is stripped.
Frequently Asked Questions
Can I Mark An Email As Important After Sending It?
No. Once sent, you cannot change the importance. You must recall the message (if your system allows) and resend it with the marker.
Does Marking An Email As Important Affect Delivery Speed?
No. Importance markers do not change how fast the email is delivered. They only affect how it appears to the recipient.
How Do I Mark An Email As Important In Outlook 2010 Or 2013?
The steps are the same as the desktop version. Look for the red exclamation mark in the Tags section of the ribbon.
Can I Set Importance For Incoming Emails Automatically?
Yes. Use a rule to mark emails from specific senders or with specific words as high importance. Go to File > Manage Rules & Alerts.
Why Doesn’t The Importance Icon Show In My Sent Folder?
This is normal in Outlook Web App and mobile versions. The icon only appears in the sent folder of the desktop version.
Final Thoughts On Using Importance Markers
Mastering how to mark email as important outlook is a small skill that makes a big difference in professional communication. It saves you from writing desperate subject lines and helps your recipients prioritize their inbox. Whether you’re on desktop, web, or mobile, the process is quick and consistent. Use it wisely, and your emails will always get the attention they deserve.
Remember to test the feature with a colleague first. Check how it appears on their end. Adjust your workflow based on their feedback. Over time, you’ll develop a natural sense of when to use high importance and when to keep things normal. Your inbox—and your recipients—will be better for it.