Have you ever found yourself in a situation where you need to send an email that is just too important to risk getting lost in the recipient’s inbox? Whether it’s a time-sensitive project update or a critical business proposal, sometimes you need to ensure your email stands out. One way to do this in Outlook 2013 is by marking your email as “high importance.” This quick guide will show you how to do just that. After following these steps, your email will be flagged for the recipient, increasing the likelihood that it will be opened and read promptly.
Once you mark an email as “high importance” in Outlook 2013, the recipient’s email system will flag it accordingly. This usually means that a red exclamation mark will appear next to your email in their inbox. This visual cue prompts the recipient to prioritize your email over others, making it a useful tool for urgent communications.
Introduction
Email has become an indispensable tool in the modern world. Whether for personal or professional use, we rely on it to communicate quickly and efficiently. But with the sheer volume of emails most people receive daily, it’s easy for important messages to get buried. That’s where knowing how to send a high-importance email in Outlook 2013 can be a game-changer.
The ability to mark an email as high importance is not just a feature; it’s a strategy for effective communication. For professionals, it can mean the difference between meeting a deadline and missing an opportunity. For personal use, it can help ensure that critical information is not overlooked. Imagine you’re organizing a family reunion, and the date has changed at the last minute. A high-importance email will grab the recipients’ attention, reducing the chances of confusion.
Knowing how to leverage the tools within Outlook 2013 is essential for anyone looking to manage their email communications more effectively. Let’s dive into the step-by-step guide on how to send an email with high importance.
Step by Step Tutorial on How to Send an Outlook High Importance Email in Outlook 2013
Before we jump into the steps, it’s worth noting that marking an email as high importance should be used sparingly. If you overuse this feature, your recipients might start to ignore the flags. With that in mind, let’s get started.
Step 1: Open a New Email Message
Start by opening a new email message in Outlook 2013.
Opening a new email message is your first step in sending an important communication. Make sure you’re logged into your Outlook 2013 account and ready to compose your message.
Step 2: Add Your Recipient(s)
Enter the email addresses of the recipients in the “To:” field.
As you add your recipients, double-check the email addresses for accuracy. You want to make sure your important message reaches the right people.
Step 3: Click on the “Message” Tab
Navigate to the “Message” tab at the top of the new email window.
The “Message” tab is where you will find various options to format and customize your email, including the high importance feature.
Step 4: Click on “High Importance”
In the “Tags” group of the “Message” tab, click on the exclamation point icon to mark your email as high importance.
When you click the exclamation point icon, it turns red, indicating that the email has been marked as high importance. This will be visible to your recipients when they receive the email.
Pros
| Benefit | Explanation |
|---|---|
| Increased Visibility | Marking an email as high importance increases its chances of being noticed and read promptly. |
| Improved Communication | It helps ensure that time-sensitive or critical information is given the attention it deserves. |
| Can Be Automated | Outlook 2013 allows you to set rules that automatically mark certain outgoing emails as high importance. |
Cons
| Drawback | Explanation |
|---|---|
| Risk of Overuse | If used too frequently, recipients may begin to ignore the high-importance flags. |
| Recipient’s Perception | Some recipients may perceive a high-importance email as aggressive or demanding. |
| Not Always Effective | If the recipient’s email system or settings are configured differently, they may not see the high-importance flag. |
Additional Information
When using the high importance feature in Outlook 2013, there are a few additional things to keep in mind. First, consider the culture and practices of your workplace or the recipient’s expectations. In some environments, marking an email as high importance might be commonplace, while in others, it could be reserved for only the most critical communications.
Also, remember that not all email systems display the high-importance flag in the same way. Some might show a different icon or none at all, depending on the recipient’s email client and settings. It’s always a good idea to follow up with your recipient if you do not receive a timely response to a high-importance email.
Lastly, while marking an email as high importance can help it stand out, nothing beats a clear and compelling subject line and email content. Ensure that your message is well-written and that the importance of the content is apparent.
Summary
- Open a new email message.
- Add your recipient(s).
- Click on the “Message” tab.
- Click on “High Importance” to mark the email.
Frequently Asked Questions
What does marking an email as high importance do?
It flags the email for the recipient, making it stand out in their inbox with a visual cue, usually a red exclamation mark.
Will the high importance flag be visible to all email clients?
No, some email clients may display the flag differently, or not at all, depending on their settings.
Can I mark an email as high importance after I’ve sent it?
No, you need to mark the email as high importance before sending it.
Should I use the high importance feature for every email?
No, it should be used sparingly and only for emails that require immediate attention.
Can I set rules to automatically mark emails as high importance?
Yes, Outlook 2013 allows you to set rules for outgoing emails based on specific criteria.
Conclusion
Mastering the art of sending a high-importance email in Outlook 2013 can significantly enhance your email communication strategies. By following the steps outlined above, you can ensure that your critical messages are noticed and prioritized by the recipients. However, it’s crucial to use this feature judiciously to maintain its effectiveness.
Remember, a well-crafted email with a clear subject line and message is just as important as the importance flag itself. With these tips and tricks up your sleeve, you’re ready to make your important emails stand out in a crowded inbox.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.