New Outlook Pin Messages: How pinned mail differs from flags

In the new Outlook for Windows, you can pin messages to the top of your inbox for quick access. Pinning and flagging are two separate features that serve different purposes. Many users confuse them because both can make messages stand out. This article explains exactly what pinning does, what flagging does, and how to decide which one to use.

How Pinning Works in New Outlook

Pinning is a visual organization tool. When you pin a message, Outlook moves it to a special section at the very top of your inbox. The message stays there regardless of the date it was received. You can pin multiple messages. They appear in the order you pinned them, with the most recent pin at the top. Pinning does not create a task, set a reminder, or change the message’s read status. It simply forces the message to stay visible above all other messages in the folder.

To pin a message, right-click the message in the message list and select Pin to Top. Alternatively, you can select the message and press Ctrl+Shift+P. A small pin icon appears next to the subject line. To unpin, right-click the message again and select Unpin from Top, or press Ctrl+Shift+U.

Pinning only works in the inbox folder. You cannot pin messages in other folders such as Sent Items, Drafts, or custom folders. If you move a pinned message to another folder, it loses its pin status. Pins are private to your mailbox. Other users sharing the same mailbox do not see your pins.

How Flagging Works in New Outlook

Flagging is a task management feature. When you flag a message, Outlook adds a colored flag icon to the message in the message list. More importantly, it creates a task in the To-Do bar and in the Microsoft To-Do app. You can assign a due date, a start date, and a reminder to the flag. Flagging is designed to help you track action items that require follow-up.

To flag a message, right-click the message and select Flag. Choose Set Flag to open the flag dialog where you can set a due date and reminder. You can also click the flag column in the message list to toggle a default flag. The default flag uses today as the due date. To remove a flag, right-click and select Clear Flag.

Flagged messages appear in the To-Do bar on the right side of the Outlook window. They also sync to the Microsoft To-Do app on Windows, Mac, iOS, Android, and the web. You can mark a flag as complete by clicking the flag icon again. Completed flags are crossed out but remain visible until you clear them.

Steps to Pin or Flag a Message in New Outlook

Use the steps below to apply either feature. Choose the method that matches your workflow.

Pin a Message

1. Open the new Outlook app
   Launch the new Outlook for Windows. This feature is not available in classic Outlook.
2. Select a message in your inbox
   Click any message in the inbox list. Pinning only works in the inbox folder.
3. Right-click the message
   From the context menu, choose Pin to Top. You can also press Ctrl+Shift+P.
4. Verify the pin
   A small pin icon appears to the left of the subject. The message moves to the top of the inbox above the date headers.
5. Unpin when finished
   Right-click the pinned message and select Unpin from Top, or press Ctrl+Shift+U.

Flag a Message

1. Open the new Outlook app
   Ensure you are using the new Outlook for Windows.
2. Select a message in any folder
   Flagging works in all folders including inbox, Sent Items, and custom folders.
3. Right-click the message
   Choose Flag and then Set Flag. The flag dialog opens.
4. Set a due date and reminder
   In the flag dialog, select a due date from the calendar. Check Reminder and set a time if needed. Click OK.
5. View the flag in the To-Do bar
   Open the To-Do bar by clicking View > To-Do bar. The flagged message appears there with its due date.
6. Mark complete or clear the flag
   Click the flag icon in the message list to mark it complete. Right-click and select Clear Flag to remove the flag entirely.

Common Mistakes When Using Pins and Flags

Pinning does not create a task

Many users pin a message expecting it to appear in Microsoft To-Do or the calendar. It does not. Pinning is only visual. If you need a task with a due date, use a flag instead.

Flagged messages do not stay at the top

A flagged message stays in its chronological position in the inbox. It does not move to the top unless you also pin it. You can combine both features: pin a message for visibility and flag it for task tracking.

Pins are lost when moving folders

If you drag a pinned message to another folder, the pin disappears. The message returns to its normal date order in the destination folder. You must pin it again if you move it back.

Flags do not sync to classic Outlook

Flags created in new Outlook sync to Microsoft To-Do and the To-Do bar in new Outlook. They do not sync to classic Outlook. If you switch between new and classic Outlook, flags created in one version may not appear in the other.

Pin vs Flag: Key Differences

Item	Pin	Flag
Primary purpose	Keep message visible at top of inbox	Mark message as a task with a due date
Location in inbox	Moves to top section above all dates	Stays in original chronological position
Works in all folders	No, only in inbox	Yes, all folders
Creates a task	No	Yes, syncs to Microsoft To-Do
Supports due dates	No	Yes
Supports reminders	No	Yes
Visual indicator	Pin icon	Colored flag icon
Keyboard shortcut	Ctrl+Shift+P	Insert (default flag) or Ctrl+Shift+G (flag dialog)
Syncs to mobile apps	No	Yes, through Microsoft To-Do

Pinning and flagging serve different needs in new Outlook. Use pinning when you need a message to stay at the top of your inbox temporarily. Use flagging when you need to track a message as a task with a deadline. You can also use both features on the same message. For example, pin an important email from your manager and flag it with a due date for a deliverable. To see all flagged items in one place, open the To-Do bar with the keyboard shortcut Ctrl+2.