How To Mark Urgent In Outlook – Changing Importance Level To High

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Applying the urgent label in Outlook changes the recipient’s notification behavior, making your message impossible to ignore. If you are wondering how to mark urgent in Outlook, you have come to the right place. This guide walks you through every method, from the desktop app to the web version and mobile.

Urgent emails pop up with a red banner and a high-priority icon. They also trigger a different alert sound on many systems. This feature is perfect for time-sensitive requests or critical updates.

But you must use it sparingly. Overusing urgent flags trains people to ignore them. Reserve the label for truly urgent matters only.

How To Mark Urgent In Outlook

Let us start with the most common scenario: the Outlook desktop application. This method works for Outlook 2016, 2019, 2021, and Microsoft 365.

Method 1: Using The Ribbon Toolbar

  1. Open Outlook and click New Email to compose a fresh message.
  2. In the Message tab of the ribbon, look for the Tags group.
  3. Click the High Importance button. It looks like a red exclamation mark (!).
  4. Your email subject line will now show a red exclamation mark icon.
  5. Complete your email and hit Send.

That is it. The recipient sees the urgent flag immediately in their inbox.

Method 2: Using The Keyboard Shortcut

For speed lovers, there is a keyboard shortcut. While composing a new email, press Ctrl + Alt + H on your keyboard. This toggles the high importance setting on or off.

You will see the red exclamation mark appear in the subject line. This shortcut works in all recent versions of Outlook for Windows.

Method 3: Setting Urgency In An Existing Email

What if you already typed your message and forgot to mark it urgent? No problem. You can still add the flag before sending.

  1. Go to the Message tab in the ribbon.
  2. Click the High Importance button.
  3. The red exclamation mark appears. Your email is now marked urgent.

You can also remove urgency the same way. Just click the button again to toggle it off.

How To Mark Urgent In Outlook Web App

The web version of Outlook (Outlook.com or Outlook on the web) works a bit differently. The steps are simple but not exactly the same as the desktop app.

Step-By-Step For Outlook Web

  1. Log in to your Outlook account in a browser.
  2. Click New message to start composing.
  3. In the compose window, look for the three dots (More options) icon in the toolbar.
  4. Click it and select High importance from the dropdown menu.
  5. A red exclamation mark appears next to the subject line.
  6. Write your email and click Send.

Note: The web version does not have a dedicated button on the main toolbar by default. You must use the overflow menu.

Checking Urgency In Outlook Web

If you recieve an urgent email, you will see a red exclamation mark in the inbox list. The email also shows a red banner at the top when opened. This makes it easy to spot critical messages.

How To Mark Urgent In Outlook Mobile App

Outlook for iOS and Android also supports urgency flags. The process is slightly different on mobile due to the smaller screen.

On IPhone Or IPad

  1. Open the Outlook app and tap the New email icon (pencil and paper).
  2. Tap the three dots (More) icon in the top right corner of the compose screen.
  3. Select High importance from the menu.
  4. The subject line now shows a red exclamation mark.
  5. Tap Send.

On Android

  1. Launch Outlook and tap the + icon to compose a new email.
  2. Tap the three vertical dots in the top right.
  3. Choose High importance.
  4. You will see the red flag appear. Send your email as usual.

Mobile apps do not show urgency in the compose preview until you open the menu. But once set, it works just like desktop.

How To Mark Urgent In Outlook For Mac

Outlook for Mac has its own interface. The steps are similar but worth noting separately.

Using The Ribbon On Mac

  1. Open Outlook for Mac and click New Email.
  2. In the Message tab, find the High Importance button (red exclamation mark).
  3. Click it once to enable urgency. The button becomes highlighted.
  4. Send your email.

Keyboard Shortcut On Mac

On Mac, the shortcut is Command + Shift + H. This toggles high importance on or off while composing.

Note: Mac users sometimes report that the shortcut does not work if the compose window is not active. Click inside the email body first.

How To Set Urgency By Default For All Emails

If you send urgent emails frequently, you can set Outlook to always mark new messages as high importance. This saves time.

In Outlook Desktop (Windows)

  1. Go to File > Options > Mail.
  2. Scroll down to the Send messages section.
  3. Check the box that says Set high importance for all messages.
  4. Click OK to save.

Now every new email you compose will automaticly have the urgent flag. You can still remove it manually for individual messages.

In Outlook For Mac

  1. Click Outlook in the top menu bar.
  2. Select Preferences > Composing.
  3. Under New messages, check High importance.
  4. Close the preferences window.

Be careful with this setting. It can annoy recipients if you send everything as urgent.

How To Mark Urgent In Outlook Using Rules

You can also create a rule to automatically mark certain emails as urgent. This is useful for emails from specific senders or with specific keywords.

Create A Rule For Urgency

  1. Go to File > Manage Rules & Alerts.
  2. Click New Rule.
  3. Select Apply rule on messages I send.
  4. Choose conditions like from a specific sender or with specific words in the subject.
  5. Under actions, check mark the message as high importance.
  6. Finish the rule and click OK.

Now Outlook automaticly adds the urgent flag to matching outgoing emails. This is great for automated alerts or project updates.

How To Mark Urgent In Outlook With Categories

Categories are not the same as urgency flags, but you can use them together. For example, you can create a red category called “Urgent” and apply it to emails.

Using Categories For Urgency

  1. Right-click an email in your inbox.
  2. Select Categorize > New Category.
  3. Name it “Urgent” and choose a red color.
  4. Apply this category to emails you want to highlight.

This does not change the priority flag, but it visually marks the email. Recipients see the category color in their inbox if they use the same category system.

How To Mark Urgent In Outlook And Track It

After sending an urgent email, you might want to track if the recipient opened it. Outlook does not natively track urgency separately from read receipts.

Request A Read Receipt

  1. While composing, go to Options tab.
  2. Check Request a Read Receipt.
  3. Send the email.

You will get a notification when the recipient opens the message. Combine this with the urgent flag for maximum visibility.

Use Delivery Receipts

You can also request a delivery receipt. This tells you when the email arrives in the recipient’s mailbox. It does not confirm they read it, but it confirms delivery.

  1. In the Options tab, check Request a Delivery Receipt.
  2. Send the email.

These receipts work well with urgency flags for important communications.

How To Mark Urgent In Outlook For Multiple Recipients

Urgency flags apply to all recipients of an email. There is no way to mark an email urgent for only one person in a group. If you need to target one person, send a separate urgent email to them.

Best Practice For Group Emails

  • Use the urgent flag only when the entire group needs immediate action.
  • For individual urgency, send a direct email.
  • Avoid marking group emails urgent for minor updates.

This keeps your urgent flag credible and respected.

Common Issues When Marking Urgent In Outlook

Sometimes the urgent flag does not appear as expected. Here are common problems and fixes.

Urgent Flag Not Showing In Sent Items

If you do not see the red exclamation mark in your Sent Items folder, you may have sent the email without urgency. Check the original compose window to confirm the flag was enabled.

Recipient Does Not See Urgent Flag

This can happen if the recipient uses a different email client that does not support Outlook priority flags. For example, Gmail may not display the red exclamation mark. In such cases, add “URGENT” to the subject line as a backup.

Urgent Flag Not Working In Shared Mailboxes

Shared mailboxes sometimes ignore urgency settings. Try composing from your own mailbox and then copying the shared mailbox address into the To field.

How To Remove Urgent Flag In Outlook

If you marked an email urgent by mistake, you can remove the flag before sending. After sending, you cannot remove it from the recipient’s inbox. But you can send a follow-up email.

Remove Before Sending

  1. In the compose window, click the High Importance button again.
  2. The red exclamation mark disappears.
  3. Send the email normally.

Remove From Sent Items

You cannot remove urgency from a sent email in the recipient’s inbox. But you can delete the sent email from your own Sent Items folder. This does not affect the recipient.

How To Mark Urgent In Outlook With Templates

If you send similar urgent emails often, create a template with the urgency flag pre-set.

Create An Urgent Template

  1. Compose a new email with the urgent flag enabled.
  2. Write your standard content.
  3. Go to File > Save As.
  4. Choose Outlook Template (*.oft) as the file type.
  5. Save it with a name like “Urgent Request”.

To use the template, go to New Items > More Items > Choose Form and select your template. The urgent flag is already applied.

How To Mark Urgent In Outlook And Follow Up

After sending an urgent email, follow up if you do not get a response. Use the Follow Up feature to set a reminder for yourself.

Set A Follow-Up Flag

  1. Right-click the sent email in your Sent Items folder.
  2. Select Follow Up > Add Reminder.
  3. Choose a date and time.
  4. Outlook will remind you to check for a response.

This works well with urgency flags to ensure nothing falls through the cracks.

How To Mark Urgent In Outlook For Calendar Items

You can also mark calendar appointments as urgent. This is separate from email urgency but equally useful.

Mark A Meeting As Urgent

  1. Create a new meeting request.
  2. In the Appointment tab, click High Importance.
  3. The meeting appears with a red exclamation mark in attendees’ calendars.

Use this for critical meetings that require immediate attention.

How To Mark Urgent In Outlook For Tasks

Tasks in Outlook can also be marked urgent. This helps you prioritize your own to-do list.

Set Task Urgency

  1. Go to the Tasks module.
  2. Create a new task.
  3. In the Task tab, click High Importance.
  4. Save the task.

The task now shows a red exclamation mark in your task list.

Frequently Asked Questions

How Do I Mark An Email As Urgent In Outlook After Sending?

You cannot change the urgency of an email after it is sent. The best option is to send a follow-up email with the urgent flag enabled and a note explaining the urgency.

What Does The Urgent Flag Look Like In Outlook?

It appears as a red exclamation mark (!) next to the subject line in the inbox and in the email header. The email also shows a red banner at the top when opened.

Can I Mark An Email As Urgent In Outlook Without The Recipient Knowing?

No, the urgent flag is visible to the recipient. It is designed to alert them. If you want to hide urgency, do not use the flag. Instead, write a clear subject line.

Does Marking Urgent In Outlook Work With Gmail Or Yahoo?

It depends. Some email clients display Outlook priority flags, but many do not. Gmail, for example, ignores the flag. For external recipients, add “URGENT” to the subject line as a backup.

How Do I Mark Multiple Emails As Urgent In Outlook At Once?

You cannot bulk-flag outgoing emails. But you can create a rule that automaticly marks all emails from a specific sender or with specific keywords as urgent. See the rules section above.

Final Tips For Using Urgency In Outlook

Using the urgent flag is powerful but easy to abuse. Here are a few final tips.

  • Only mark emails urgent when a response is needed within hours, not days.
  • Combine urgency with a clear subject line like “URGENT: Project Deadline Tomorrow”.
  • Avoid marking routine updates as urgent. This trains recipients to ignore the flag.
  • If you are unsure, use a high-priority flag sparingly and follow up with a phone call for truly critical items.

Now you know exactly how to mark urgent in Outlook across all platforms. Use this knowledge wisely to communicate effectively without overwhelming your colleagues.