You want to keep important emails at the top of your inbox in the new Outlook for Windows. The pin feature lets you do that, but the settings are not in the same place as in classic Outlook. This article shows exactly where to find and use the pin messages settings in new Outlook. It also explains the practical limits of pinning, including how many messages you can pin and what happens when you unpin them.
Key Takeaways: Pin Messages in New Outlook
- Right-click menu > Pin: The primary method to pin any email from the message list.
- Inbox filter > Sort by > Pinned on Top: The only setting that controls pin behavior — no separate pin settings page exists.
- Maximum 10 pinned messages per folder: New Outlook enforces a hard limit; older pins are not automatically removed.
Where the Pin Feature Lives in New Outlook
New Outlook for Windows does not have a dedicated settings page for pinning messages. The pin feature is built into the message list and the right-click context menu. You can also access it from the toolbar at the top of the reading pane. Unlike classic Outlook, there is no option in File > Options or Settings > Mail to configure pin behavior. The only adjustable setting is the sort order of your inbox, which determines whether pinned messages appear at the top.
The pin feature works across all folder types: Inbox, Sent Items, Drafts, and any custom folders you create. It is available for both IMAP and Exchange Online accounts. For accounts that sync via POP3, pinning is supported only on the device where the action is performed and does not sync to other devices.
Prerequisites for Using Pin
You need new Outlook for Windows version 1.2023.12.0 or later. The pin feature is available to all Microsoft 365 subscribers and users with a free Outlook.com account. There is no admin toggle to disable pinning — it is always enabled.
Steps to Pin and Unpin Messages in New Outlook
Follow these steps to pin a message, change the sort order, and unpin a message.
- Open the message list
Start new Outlook and select the folder that contains the email you want to pin. The message list appears in the left pane. - Right-click the email
Right-click the email in the message list. A context menu opens. - Select Pin from the menu
Click Pin in the context menu. A pushpin icon appears to the left of the subject line. The email stays in its current position until you change the sort order. - Enable Pinned on Top sorting
At the top of the message list, click the Filter button (it looks like a funnel icon). Select Sort by and then choose Pinned on Top. Pinned messages move to the top of the list. Unpinned messages appear below them in the default date order. - Unpin a message
Right-click the pinned email again. Select Unpin from the context menu. The pushpin icon disappears and the message returns to its normal date-based position.
You can also pin a message from the toolbar. Select the email in the list, then click the Pin icon in the toolbar above the reading pane. The toolbar icon is a pushpin that toggles between pin and unpin states.
Using Keyboard Shortcuts to Pin
New Outlook supports a keyboard shortcut for pinning. Select the email in the message list and press Ctrl + Shift + P. The same shortcut toggles the pin state. If the email is already pinned, pressing the shortcut unpins it. This shortcut works in all folders.
Practical Limits of Pinning in New Outlook
Pinning in new Outlook has several practical limits that affect how you manage your inbox.
Maximum of 10 Pinned Messages Per Folder
New Outlook enforces a hard limit of 10 pinned messages per folder. If you try to pin an 11th message, the pin action succeeds but the oldest pinned message in that folder is automatically unpinned. This behavior is by design and cannot be changed. Classic Outlook does not have this limit — you can pin an unlimited number of messages there.
Pins Are Not Synced to All Devices
Pins are synced across devices only if you use an Exchange Online account (Microsoft 365 or Outlook.com). For IMAP accounts, the pin state is stored locally on each device. If you pin a message on your desktop, it will not appear pinned on your laptop or phone. For POP3 accounts, pins are not synced at all.
Pins Disappear After Moving a Message
If you move a pinned message to a different folder, the pin is removed. The message arrives in the destination folder without a pin icon. You must pin it again in the new folder. This applies to all account types.
Pins Are Lost When You Delete or Archive the Message
Deleting a pinned message removes the pin permanently. Archiving a pinned message also removes the pin because the message moves to the Archive folder. If you later move the archived message back to the Inbox, it will not be pinned.
If Pin Stops Working in New Outlook
If the pin option is grayed out or does not appear, check these causes.
You Are Using a Shared Mailbox
New Outlook does not support pinning in shared mailboxes. The pin option is not available in the context menu or toolbar when you open a shared mailbox folder. This is a known limitation. There is no workaround within new Outlook. You can switch to classic Outlook to pin messages in shared mailboxes.
You Are Using a Group Mailbox
Microsoft 365 groups do not support pinning in new Outlook. The pin option is absent from the context menu when you view group conversations. This applies to both the Inbox of the group and any subfolders within the group mailbox.
You Are Offline
When new Outlook is working offline, the pin feature is disabled. The pin icon in the toolbar is grayed out. Once the connection is restored, the pin option becomes available again. Pins made while online remain intact even if you go offline later.
Outlook Version Is Too Old
If you are running a version of new Outlook older than 1.2023.12.0, the pin feature may not be present. Update new Outlook from the Microsoft Store or from the Settings > General > About page. After the update, restart Outlook and check for the pin option.
New Outlook Pin vs Classic Outlook Pin: Key Differences
| Item | New Outlook | Classic Outlook |
|---|---|---|
| Maximum pins per folder | 10 | Unlimited |
| Settings location | No settings page; sort order only | File > Options > Advanced > Other > Pin |
| Keyboard shortcut | Ctrl + Shift + P | Ctrl + Shift + P |
| Shared mailbox support | Not supported | Supported |
| Group mailbox support | Not supported | Supported |
| IMAP sync | Local only | Local only |
| POP3 sync | Not synced | Not synced |
| Pin persists after move | No | No |
You can now pin up to 10 messages per folder in new Outlook using the right-click menu, toolbar, or Ctrl + Shift + P shortcut. The only control setting is the sort order filter in the message list. If you need to pin more than 10 messages in a folder, switch to classic Outlook where there is no limit. For shared or group mailboxes, use classic Outlook because new Outlook does not support pinning there.