Your meeting request landed in their inbox, but did it get noticed? Marking an email as high priority in Outlook ensures your message stands out. Learning how to send a high priority email in outlook is a simple way to get faster responses and avoid your message being buried.
In this guide, we’ll show you exactly how to do it on desktop, web, and mobile. You’ll also learn when to use high priority and when to avoid it. Let’s get started.
What Does High Priority Mean In Outlook?
When you mark an email as high priority, Outlook adds a red exclamation mark icon next to the subject line. The recipient sees a clear visual cue that your message needs immediate attention.
This flag is not the same as a “read receipt” or “delivery receipt.” It does not guarantee your email will be read first. But it does increase the chances it gets noticed quickly.
Think of it like a virtual tap on the shoulder. Use it sparingly to maintain its impact.
How To Send A High Priority Email In Outlook
Now for the main event. Follow these steps for different versions of Outlook.
On Outlook Desktop (Windows And Mac)
The desktop version is the most common. Here is the step-by-step process.
- Open Outlook and click “New Email” to compose a message.
- In the new message window, look for the “Tags” section in the ribbon menu.
- Click the small arrow in the bottom-right corner of the “Tags” group. This opens the message properties window.
- In the properties window, find the “Importance” dropdown menu. Select “High” from the list.
- Click “Close” to save the setting. You will see a red exclamation mark appear in the message header.
- Complete your email and hit “Send.”
Alternatively, you can use a faster method. In the message window, click the “High Importance” button directly in the ribbon. It looks like a red exclamation point. This sets the priority instantly.
On Mac, the process is similar. Look for the “Importance” dropdown in the toolbar or the message menu. Select “High.”
On Outlook Web (Outlook.com Or Office 365)
The web version is slightly different but still easy.
- Log into Outlook.com or your Office 365 account.
- Click “New message” to start composing.
- In the compose window, find the three dots (More options) icon in the toolbar.
- From the dropdown menu, select “Show message options.”
- A panel opens on the right. Under “Importance,” choose “High.”
- Close the panel. The red exclamation mark appears in the subject line.
- Send your email as usual.
Some versions of Outlook web have a direct “High importance” button in the toolbar. If you see it, just click it once. It will turn red to indicate it is active.
On Outlook Mobile (IOS And Android)
Mobile apps have fewer options, but you can still set priority.
- Open the Outlook app on your phone or tablet.
- Tap the compose button (usually a pencil or plus icon).
- In the compose screen, tap the three dots (More) icon in the top right corner.
- Scroll down and tap “High importance.” A checkmark appears next to it.
- Write your message and tap the send arrow.
On iOS, the option might be under “Mark as High Importance” directly. On Android, it is usually inside the overflow menu. The red exclamation mark will show in the recipient’s inbox.
When Should You Use High Priority?
Using high priority too often can annoy your coworkers. Reserve it for truly urgent matters.
- Time-sensitive deadlines that are hours away.
- Critical system outages or security alerts.
- Urgent approvals needed to unblock a project.
- Emergency requests from leadership or clients.
If your email is not urgent, do not use high priority. Regular emails work fine for routine updates, meeting invites, or general questions.
Common Mistakes To Avoid
Many people misuse the high priority flag. Here are the biggest errors.
- Marking every email as high priority. This trains people to ignore the flag.
- Using it for non-urgent personal requests.
- Forgetting to remove the flag after composing. Double-check before sending.
- Assuming it forces the recipient to reply. It only highlights your message.
One more mistake: not combining high priority with a clear subject line. A subject like “URGENT: Please approve budget by 2 PM” works better than “Meeting notes.”
How To Check If Your Email Was Sent As High Priority
Before you send, verify the setting is correct. Look for the red exclamation mark in the message header or subject line.
In the sent items folder, you can also check. Open the sent email and look at the header. If it shows a red exclamation mark, the priority was set correctly.
If you want to confirm after sending, ask the recipient to check their inbox. They should see the red icon next to your message.
What About Low Priority?
Outlook also has a “Low importance” option. It adds a blue down arrow icon. Use this for non-urgent messages like newsletters, FYIs, or casual updates.
Setting low priority can help recipients filter out less important emails. But use it sparingly too. Overusing it might make people ignore your messages entirely.
Advanced Tips For High Priority Emails
Want to make your high priority emails even more effective? Try these strategies.
Combine With A Clear Subject Line
Your subject line should match the urgency. Use words like “URGENT,” “Time-sensitive,” or “Action required.” But avoid being overly dramatic.
Example: “URGENT: Server down – please respond by 10 AM”
This gives the recipient context for the high priority flag.
Use The Flag For Follow-Ups
If you sent a regular email and got no response, you can resend it as high priority. But only do this once. Repeated high priority flags can damage your reputation.
Better approach: call or message the person directly instead of relying on email.
Set Default Priority For Specific Contacts
In Outlook desktop, you can create rules to automatically set high priority for emails to certain people. This saves time if you frequently send urgent messages to the same person.
- Go to File > Manage Rules & Alerts.
- Click “New Rule.”
- Select “Apply rule on messages I send.”
- Choose conditions like “through specified account” or “to people or public group.”
- Select “assign importance” and choose “High.”
- Finish the rule and apply it.
This automation ensures you never forget to mark important emails.
How To Remove High Priority From An Email
Mistakes happen. If you accidentally set high priority, you can remove it before sending.
On desktop, click the “High Importance” button again to toggle it off. The red icon disappears.
On web, go back to the message options panel and change importance to “Normal.”
On mobile, tap the three dots and uncheck “High importance.”
If you already sent the email, you cannot remove the flag. Apologize if necessary and move on.
Does High Priority Work Across Different Email Clients?
Most email clients recognize Outlook’s priority flags. Gmail, Yahoo, and Apple Mail all display the red exclamation mark.
However, some clients may ignore it. For example, older versions of Lotus Notes or certain corporate systems might not show the icon. In those cases, your email appears normal.
To be safe, always include a clear subject line and first sentence that conveys urgency. Do not rely solely on the priority flag.
What If The Recipient Uses A Different Email System?
If you send to a Gmail user, they will see the red exclamation mark in their inbox. But Gmail’s own priority system might override it. Google uses its own algorithm to sort emails.
For best results, combine high priority with a direct request in the email body. Say something like “Please respond by end of day” to reinforce the urgency.
Frequently Asked Questions
Can I schedule a high priority email in Outlook?
Yes. Compose your email, set the priority to high, then use the “Send later” or “Delay delivery” option. The email will be sent with high priority at the scheduled time.
Does high priority work for meeting requests?
Yes. You can mark a meeting request as high priority. The recipient sees the red exclamation mark in their calendar invite. Use it for urgent meetings only.
How do I send a high priority email in Outlook on my iPhone?
Open the Outlook app, compose a new email, tap the three dots, and select “High importance.” The red icon appears in the subject line.
Can I set high priority as default for all emails?
Yes, but it is not recommended. In Outlook desktop, go to File > Options > Mail. Under “Send messages,” set importance to “High.” This marks every email as high priority. Use with caution.
What is the difference between high priority and a flag?
High priority is a visual indicator for the recipient. A flag (or follow-up flag) is a reminder for you or the recipient to take action. They are different features.
Final Thoughts On Sending High Priority Emails
Knowing how to send a high priority email in outlook is a small skill with big impact. It helps your urgent messages get the attention they deserve. But remember: use it wisely.
Overusing the high priority flag can make you seem like the boy who cried wolf. Reserve it for truly critical communications. Combine it with a clear subject line and a direct request in the body.
Now you have all the steps for desktop, web, and mobile. Test it out with a colleague and see the difference. Your inbox will thank you.