Classic Outlook to New Outlook: Pin Messages – How pinned mail differs from flags

If you upgraded from classic Outlook to the new Outlook for Windows, you may notice a new feature called Pin Messages. Pinning an email moves it to a separate Pinned section at the top of your inbox, keeping key messages visible. This differs from flagging, which adds a reminder or follow-up label without changing the message location. This article explains exactly how pinning works, how it compares to flagging, and how to use both features effectively.

How Pin Messages Work in New Outlook

The Pin feature in new Outlook is a visual organization tool. When you pin a message, Outlook creates a Pinned category at the very top of your inbox folder. The pinned message appears there regardless of its original date or position in the folder. Pinning does not change the message metadata, such as read status or category. It does not create a task or a reminder. It simply keeps the message visible at a fixed location in the inbox view.

You can pin any message in any folder, including your inbox, sent items, or custom folders. Pinning works in both the focused and other inbox tabs. When you unpin a message, it returns to its original position based on the sort order you have selected. Pinning is a per-folder action — pinning a message in your inbox does not affect its appearance in another folder.

Pinning is especially useful for emails you need to reference multiple times during the day, such as a project timeline or a meeting agenda. Because pinned messages stay at the top, you do not need to search for them.

How Flagging Works in Classic and New Outlook

Flagging is a task and reminder system that has existed in Outlook for decades. When you flag an email, Outlook attaches a flag icon to the message and optionally creates a to-do item in the Tasks module. Flags can include a due date and a reminder time. Flagged messages stay in their original folder position unless you apply a sort by flag status.

In classic Outlook, flagged emails appear in the To-Do Bar and the Tasks module. In new Outlook, flagged messages appear in the To Do app and in the Tasks pane within Outlook. Flagging is designed for follow-up — you flag an email because you need to take action on it later. The flag remains visible until you clear it or mark the task complete.

Key Differences Between Pin and Flag

The primary difference is location versus action. Pinning changes where the message appears in your inbox. Flagging changes what happens next — it creates a commitment to follow up. Pinning does not create a task or reminder. Flagging does not move the message to the top of the inbox. These two features serve different purposes and can be used together.

Steps to Pin and Unpin Messages in New Outlook

1. Open new Outlook
   Launch the new Outlook for Windows app. Ensure you are using the latest version from Microsoft 365.
2. Select the message to pin
   In your inbox or any folder, click the email you want to keep at the top.
3. Right-click the message
   From the context menu, choose Pin. The message immediately moves to the Pinned section at the top of the folder.
4. Verify the pinned message
   Scroll to the top of your inbox. You will see a Pinned heading with your message below it. The original email remains in its folder but is now displayed in the Pinned section.
5. Unpin a message
   Right-click the pinned message and select Unpin. The message returns to its standard position in the folder.

Steps to Flag Messages in New Outlook

1. Open new Outlook
   Make sure you are signed into your Microsoft 365 account in the new Outlook app.
2. Right-click the message
   In the inbox or any folder, right-click the email you want to follow up on.
3. Select Flag
   From the context menu, choose Flag. A flag icon appears next to the message. The message stays in its current position.
4. Set a reminder (optional)
   Right-click the message again and select Set Reminder. Choose a due date and time. Outlook adds the email to the To Do app as a task.
5. Clear the flag
   Right-click the flagged message and select Clear Flag. The flag icon disappears, and the task is removed from the To Do app.

Common Mistakes and Limitations

Pinning does not sync to classic Outlook or mobile

Pinning is a feature specific to new Outlook for Windows. If you also use classic Outlook or the Outlook mobile app, pinned messages will not appear at the top in those clients. Flags, however, sync across all Outlook clients and the To Do app.

Flagging does not move the message

Many users expect flagged messages to rise to the top of the inbox. They do not. To see only flagged messages, apply a filter: View > Filter > Flagged. If you want both visibility and a follow-up reminder, pin the message and flag it.

Pinning in shared mailboxes

Pinning works in shared mailboxes in new Outlook, but only for the user who pinned the message. Other users with access to the same shared mailbox will not see the pinned state. Flags on shared mailbox items are also personal and not visible to others.

Pin vs Flag: Feature Comparison Table

Item	Pin	Flag
Primary action	Move message to top of folder	Attach follow-up reminder
Changes message location	Yes — creates Pinned section	No — message stays in place
Creates a task	No	Yes — appears in To Do app
Supports reminders	No	Yes — with due date and time
Syncs to classic Outlook	No	Yes
Syncs to Outlook mobile	No	Yes
Works in shared mailboxes	Yes — personal only	Yes — personal only

Pin and flag solve different problems. Use pin when you need an email to stay visible at the top of your inbox for quick reference. Use flag when you need a reminder to act on an email later. You can use both on the same email — pin it for visibility and flag it for a reminder. This combination gives you the best of both organization systems in new Outlook.