Sending something with high importance in Outlook adds a priority flag that prompts recipients to notice your message first. Knowing how to send something with high importance in Outlook is a simple skill that can save you time and ensure urgent messages get read quickly. Whether you are using Outlook on Windows, Mac, or the web version, the process is straightforward and consistent.
This guide covers every method, from desktop apps to mobile devices, with clear steps and screenshots (described in text). You will also learn when to use the high importance flag and when to avoid it, so you maintain professional credibility.
What Does High Importance Mean In Outlook?
High importance in Outlook adds a red exclamation mark icon next to your message in the recipient’s inbox. It also shows a priority banner at the top of the email when opened. This flag tells the reader: “This message needs immediate attention.”
Outlook also supports low importance (a blue down arrow) for non-urgent messages. But high importance is the tool for deadlines, approvals, or critical updates.
Important: The flag is a visual cue only. It does not change delivery speed, encryption, or read receipts. It simply draws attention.
How To Send Something With High Importance In Outlook
Below are the step-by-step instructions for each Outlook version. Follow the one that matches your setup.
On Outlook For Windows (Desktop App)
This is the most common version used in offices. The process takes two clicks.
- Open Outlook and click “New Email” to compose a message.
- In the new message window, look for the “Tags” group in the ribbon (top menu).
- Click the “High Importance” button. It looks like a red exclamation mark. The button will highlight to show it is active.
- Write your email, add recipients, and click “Send.”
You can also set high importance for all new emails by default. Go to File > Options > Mail. Under “Send messages,” check “Set high importance for all messages.” Use this sparingly to avoid flag fatigue.
On Outlook For Mac
The Mac version is similar but with slight layout differences.
- Click “New Email” in the top-left corner.
- In the message window, find the “Options” tab in the ribbon.
- Click the “High Importance” icon (red exclamation mark). It will turn blue when active.
- Complete your email and send it.
If you cannot see the icon, click the “More” (three dots) button in the toolbar and select “High Importance” from the dropdown.
On Outlook Web (Outlook.com Or Office 365)
The web version is used by many for personal and work email. Steps are almost identical.
- Log into Outlook.com or your Office 365 portal.
- Click “New message” to start composing.
- In the message window, locate the “…” (More options) icon in the toolbar.
- Click it and select “High importance” from the list. A red exclamation mark will appear in the subject line area.
- Type your message and hit “Send.”
You can also set high importance for replies and forwards. After opening an email, click “Reply” or “Forward,” then apply the flag using the same steps.
On Outlook Mobile (IOS And Android)
The mobile app is convenient for urgent replies on the go. The option is slightly hidden.
- Open the Outlook app and tap the compose button (pencil icon).
- Tap the three-dot menu (More) in the top-right corner of the compose screen.
- Select “High importance” from the menu. A red exclamation will appear next to the subject line.
- Write your message, add recipients, and tap the send arrow.
On Android, the option is in the same location. Some users report the flag disappears after sending, but it is applied correctly on the recipient’s end.
Using Keyboard Shortcuts (Windows Desktop)
For power users, keyboard shortcuts speed up the process.
- While composing a new message, press Alt + H to open the Home tab, then press P for High Importance.
- Alternatively, press Alt + H + P in sequence (not held down).
This works in Outlook 2016, 2019, and Microsoft 365 versions. Test it once to confirm your layout.
When To Use High Importance (And When Not To)
Overusing the high importance flag reduces its effectiveness. Here are guidelines.
Appropriate Uses
- Urgent deadlines (e.g., “Submit report by 2 PM today”)
- Critical system outages or security alerts
- Time-sensitive approvals for projects
- Emergency requests from management
Inappropriate Uses
- Routine updates or newsletters
- Personal messages that are not urgent
- Messages that could wait until the next business day
- Every email you send (flag fatigue)
If you mark everything as high importance, recipients will start ignoring the flag. Use it like a fire alarm—only when there is a real fire.
How Recipients See High Importance Emails
Understanding the recipient’s view helps you use the flag effectively.
- In the inbox list, a red exclamation icon appears next to the subject line.
- When opened, a banner at the top says “This message was sent with high importance.”
- Some email clients (like Gmail) may show a similar indicator, but not all support it.
- If the recipient uses a different email app (e.g., Apple Mail), the flag may not appear. The message will still be delivered normally.
Note: High importance does not override spam filters or change delivery priority. It is purely a visual flag.
Combining High Importance With Other Features
For maximum impact, pair high importance with other Outlook tools.
Read Receipts
Request a read receipt to know when the recipient opens your email. Go to Options > Request a Read Receipt. This works best with high importance for critical messages.
Delivery Receipts
Request a delivery receipt to confirm the email reached the recipient’s server. This is less intrusive than a read receipt.
Categories And Flags
Assign a category (like “Urgent”) to the email for your own tracking. Right-click the message in your Sent Items folder and select Categorize.
Follow-Up Flags
Set a follow-up flag for yourself to check if the recipient responded. This is separate from the high importance flag.
Troubleshooting Common Issues
Sometimes the high importance flag does not work as expected. Here are fixes.
Flag Not Showing In Sent Items
If you do not see the red exclamation in your Sent Items folder, it may be a display setting. Go to View > Current View > Change View > Preview. The flag should appear.
Recipient Does Not See The Flag
This can happen if the recipient uses a non-Outlook email client (like Gmail, Yahoo, or Thunderbird). The flag is an Outlook-specific feature. In that case, consider adding “URGENT” in the subject line as a backup.
High Importance Button Is Grayed Out
This usually occurs if you are replying to a message in a shared mailbox or a public folder. Compose a new message instead, or use the web version.
Accidentally Sent Without The Flag
If you forget to set high importance before sending, you cannot add it retroactively. Resend the email with the flag and apologize for the duplicate. Or, send a follow-up with the flag and reference the original.
Best Practices For Urgent Emails
Using high importance is just one part of effective urgent communication. Follow these tips.
- Use a clear subject line that includes urgency (e.g., “URGENT: Approval needed by 3 PM”).
- Keep the email body short and direct. State the action required and the deadline.
- Avoid CC’ing too many people. Only include those who must act.
- Follow up with a phone call or instant message for truly critical items.
- Do not use high importance for non-work emails to colleagues.
Setting High Importance By Default
If you send many urgent emails, you can set high importance as the default for all outgoing messages. This is not recommended for most users, but here is how.
Outlook Windows
- Go to File > Options > Mail.
- Under “Send messages,” check “Set high importance for all messages.”
- Click OK.
Now every new email will have the red flag. To override for a specific email, click the High Importance button to deselect it before sending.
Outlook Web
The web version does not have a default setting. You must apply the flag manually each time.
Alternatives To High Importance
If high importance is not suitable, consider these options.
- Subject line keywords: Use “URGENT” or “TIME SENSITIVE” in the subject.
- Direct call or chat: For immediate needs, a phone call or Teams message is faster.
- Task assignment: Use Outlook Tasks or Microsoft To Do to assign deadlines.
- Calendar invite: Send a meeting request with a deadline reminder.
Frequently Asked Questions
Can I Send A High Importance Email From Gmail To Outlook?
Gmail does not support Outlook’s high importance flag. If you send from Gmail, the recipient in Outlook will not see the red exclamation. Use subject line urgency instead.
Does High Importance Work On Mobile Devices?
Yes, the Outlook mobile app supports setting and viewing high importance flags. Other email apps may not display the flag.
How Do I Remove High Importance From A Sent Email?
You cannot change the flag after sending. Recall the message (if using Exchange) and resend without the flag. Or send a correction email.
Is There A Low Importance Option?
Yes, Outlook has a “Low Importance” flag (blue down arrow). Use it for non-urgent messages like newsletters or FYIs.
Can I Set High Importance For All Replies?
No, you must apply the flag manually to each reply. There is no default setting for replies.
Final Thoughts
Knowing how to send something with high importance in Outlook is a small but powerful skill. It helps your urgent messages stand out in crowded inboxes. Use it wisely, combine it with clear communication, and avoid overuse. Your recipients will appreciate the clarity.
Practice the steps above for your version of Outlook. Once you get used to the two-click process, it becomes second nature. For truly critical messages, always follow up with a secondary method to ensure the recipient saw the flag.
Now you are ready to send high importance emails with confidence. Go ahead and mark that next deadline email with the red exclamation.