How To Pin an Email in Outlook (PC, Online, App)

In today’s digital age, emails have become integral to our professional and personal lives. With many emails flooding our inboxes daily, staying organized and keeping track of important messages can be challenging.

Fortunately, Microsoft Outlook offers a handy “pinning” feature that allows users to highlight and prioritize essential emails.

This article will explore how to pin an email in Outlook, along with frequently asked questions and best practices for efficient email management.

How to Pin an Email in Outlook on Windows 11: Step-by-Step Tutorial

Follow this step-by-step guide to learn how to pin an email in Outlook app on Windows 10 or 11:

Open Microsoft Outlook and log in to your account.
Navigate to your Inbox by clicking the “Inbox” folder in the sidebar.

Find the email you want to pin within your Inbox list.
Right-click on the email to open the context menu.
From the context menu, select “Categorize” and select the color you want to assign.

The email will now be available at the top or in Categorize pane.

Microsoft removes the default pin feature from its O365 build, so in place of a pin, we have to use categorize for desktop; however, this option is still available for web apps.

Pin an Email in Outlook Using Office 365 Web version:

Open the O365 web app and log in to your account

Hover your mouse over an email that you want to pin to the top
Four icons will appear above the date and time when that email was sent
Click the pin icon to move your message and stay at the top of your Inbox folder.

Pin an Email in Outlook Using Android App

Now you must know how to pin an important email in Outlook so you can refer to it quickly. You can follow the below steps if you are an Outlook user on an Android device.

Open the Outlook Android app and go to Inbox.
From the list of emails, select the one you want to pin to the top.

Now look at the three dots at the top right corner
Click on three dots and select “Pin.”
The email will now be pinned and appear at the top of your Inbox.

How to Pin an Email in Outlook on iPhone/iOS

Here is the way for iPhone, iOS, and iPad users. Open the Outlook app on your iOS device and go to Inbox.

You can pin or unpin an email in two ways:

Open the email and pin it.

Customize the swipe option to pin an email.

From the Inbox or any other folder, open the email by taping.

Click on the 3 dots, and select Pin.

To make the 2nd option work, we need to customize the Outlook email swipe option. Depending on the frequent usage of this feature, you can set your preferred method.

Swipe the email subject right side and get into swipe options. By default, it is set for the ‘Archive’ option.

Change the options and select the Pin/Unpin option so it will do the action when you swipe an email header left side next time.

Once the below option is configured, go back to inbox view and swipe an email that you want to pin left to pin in your Outlook app.

The email should now appear at the top of the Inbox email list.

Outlook Pin Email Best Practices

To make the most out of the pinning feature in Outlook and improve your email management, consider the following best practices:

Strategic Use of Pinning: Reserve pinning for emails that require immediate or essential attention. Pinning every email may lead to clutter and defeat the purpose of prioritization.

Regular Review and Unpinning: Periodically review your pinned emails and unpin those that are no longer relevant or require immediate action. Keeping the pinned section up to date ensures its effectiveness.

Combine Pinning with Filters and Folders: Utilize Outlook’s filters and folders to organize your emails further. Combine these features with pinning to create a comprehensive system that suits your workflow.

Understanding Flagging vs. Pinning: Differentiate between flagging and pinning emails. Flagging typically denotes a follow-up action, while pinning emphasizes priority or importance. Choose the appropriate feature based on your specific needs.

Consistency in Pinning: Establish consistent criteria for pinning emails. This helps create a clear visual distinction between pinned and unpinned emails, enabling you to identify important messages quickly.

You May Ask:

Can I pin multiple emails in Outlook?

Yes, you can pin multiple emails in Outlook. Follow the steps mentioned above for each email you want to pin. Pinned emails will remain at the top of your Inbox regardless of their arrival time or date.

What happens when I pin an email in Outlook?

When you pin an email in Outlook, it is a visual marker indicating its importance or relevance. Pinned emails remain fixed at the top of your Inbox, making them easily accessible and reducing the chance of overlooking important messages. They stay in the pinned position until you unpin them.

How can I unpin an email in Outlook?

To unpin an email in Outlook, follow these steps:

Locate the pinned email in your Inbox.

Right-click on the email.
From the context menu, select the “Unpin” option.
The email will return to its original position in your Inbox.

How do I find my email PIN in the Outlook app?

To find your email PIN in the Outlook app, go to Settings, select your email account, and look for the PIN option.

How do I pin an email in Outlook for Mac?

To pin an email in Outlook for Mac, right-click on the email and choose the “Pin” option from the context menu.

How do I pin an Inbox bar in Outlook?

To pin an Inbox bar in Outlook, click on the “View” tab, select “To-Do Bar,” and choose “Inbox” from the dropdown menu.

How to pin an email in the Outlook folder?

To pin an email in an Outlook folder, right-click on it, select “Pin” from the options, and choose the desired folder to pin it to.

Does pinning an email affect its priority in Outlook?

Pinning an email in Outlook doesn’t affect its priority or importance regarding email filters or rules. It allows you to prioritize specific messages within your Inbox for easier access visually.

Conclusion

Pinning emails in Microsoft Outlook is a valuable tool for effective email management. Following the steps outlined in this article, you can easily pin important emails and keep them at the forefront of your Inbox.

Remember to use pinning strategically, regularly review your pinned emails, and leverage other features like filters and folders to enhance your email organization.

With these practices in place, you can streamline your workflow and ensure that critical messages never go unnoticed. Do let us know your thoughts on this in the comment section below.