How to Pin Important Emails in Outlook

Why Pin Emails?

Important emails can quickly get buried under new messages. Pinning keeps them visible at the top of your inbox until you unpin them — no more scrolling to find that critical client email or project update.

Common uses for pinning:

• Action items you need to complete
• Reference emails you check frequently
• Messages awaiting a response from someone else
• Important information you need quick access to

Pin an Email in Outlook Desktop

Using the Pin Icon

• Hover over the email in your inbox
• Look for the pin icon (looks like a thumbtack) on the right side
• Click the pin icon — it will turn blue when pinned
• The email moves to the top of your inbox under "Pinned"

Using Right-Click

• Right-click on the email you want to pin
• Select Pin from the menu
• The email appears in your Pinned section

Keyboard Shortcut

• Select the email and press Ctrl + Shift + V to toggle pin on/off

Pin an Email in Outlook Web

• Open outlook.office.com in your browser
• Hover over the email in your inbox
• Click the pin icon on the right side of the email row
• Pinned emails appear at the top with a blue pin icon

Alternative Method

• Right-click on the email
• Select Pin from the context menu

Pin an Email in Outlook Mobile

iPhone and Android

• Open the Outlook app
• Find the email you want to pin
• Swipe right on the email
• Tap the Pin option (thumbtack icon)
• Pinned emails stay at the top of your inbox

Alternative Method

• Open the email
• Tap the three dots menu (top right)
• Select Pin

Viewing Pinned Emails

Pinned emails appear in a separate "Pinned" section at the very top of your inbox. This section:

• Stays visible regardless of how you sort your inbox
• Shows all pinned emails grouped together
• Displays the blue pin icon next to each pinned message

Unpin an Email

Desktop and Web

• Click the blue pin icon on any pinned email to unpin it
• Or right-click and select Unpin

Mobile

• Swipe right on the pinned email and tap Unpin
• Or open the email, tap the three dots menu, and select Unpin

Tips for Effective Pinning

Do Not Over-Pin

If everything is pinned, nothing stands out. Keep your pinned section to 5-10 emails maximum.

Use Categories or Flags Too

For longer-term tracking, combine pinning with:

• Categories — colour-code emails by project or priority
• Flags — set follow-up reminders with due dates
• Folders — move completed items out of your inbox

Review Regularly

Check your pinned emails weekly and unpin anything no longer needed. Stale pins defeat the purpose.

Pinned Emails Sync Across Devices

When you pin an email on your computer, it will also appear pinned on your phone and in Outlook web — your pinned section stays consistent everywhere.

Troubleshooting

Pin Icon Not Showing

• Make sure you are using a recent version of Outlook
• In Outlook web, ensure you are hovering directly over the email row
• Try refreshing your inbox

Pinned Emails Not at Top

• Check your sort order — Outlook may be sorting by date instead of showing pinned first
• Go to View > View Settings and ensure "Show Pinned items" is enabled

Pins Not Syncing

• Check your internet connection
• Wait a few minutes for sync to complete
• Sign out and back in to Outlook on the device not showing pins

Need Help?

For Outlook support or email configuration help, contact helpdesk@netlumait.com.au or call 1300 521 162.