Setting the priority of an email in Outlook 2019 is a handy way to let your recipients know how urgent your message is. It’s a simple process: just a few clicks and you’re done. By the end of this short paragraph, you’ll have a basic understanding of how to set high or low priority for your emails in Outlook.
Step by Step Tutorial: Setting Email Priority in Outlook 2019
Before we dive into the steps, it’s important to understand that setting the priority of an email informs the recipient of the urgency of your message. This small but significant detail can help your email stand out and get a quicker response if needed.
Step 1: Compose a new email or reply to an existing one.
This is where you’ll start creating the message you want to send.
When you’re in the Outlook 2019 application, either hit “New Email” to start a fresh message or click “Reply” or “Forward” on an existing message to continue a conversation.
Step 2: Find the “Tags” group in the email window.
This is located in the “Message” tab of your email composition window.
Once you’re in the composition window, look at the ribbon on top. You’ll find the “Tags” group under the “Message” tab – that’s where the priority settings live.
Step 3: Select the “High Importance” or “Low Importance” option.
You can tell Outlook how important your email is with these options.
Click on either the red exclamation mark to set the email as high priority or the blue downward arrow to set it as low priority. These symbols are universally recognized and will indicate the level of urgency to your recipients.
After completing these steps, your email will be marked with the selected level of importance. This will appear in the recipient’s inbox, letting them know at a glance if your email needs immediate attention or if it’s not as urgent.
Tips for Setting Email Priority in Outlook 2019
- Use high priority sparingly to avoid it losing its effectiveness.
- Remember that not all email clients display priority in the same way, so your recipient might not see the priority tag.
- Consider whether the email’s content truly warrants a high priority tag before marking it as such.
- Note that repeatedly sending low priority emails may cause recipients to devalue your messages overall.
- Use high priority for time-sensitive matters and low priority for informational messages that don’t require immediate action.
Frequently Asked Questions
What happens if I send an email with high priority to someone who doesn’t use Outlook?
The priority tag might not display the same way in other email clients, but most will still recognize and show some form of prioritization.
Can I change the priority of an email after it’s been sent?
No, once the email is sent, you cannot change its priority. Make sure to set it correctly before sending.
Will setting an email to low priority delay its delivery?
No, the priority setting does not affect the delivery speed of your email. It’s simply a tag for the recipient’s reference.
Is it possible to set a default priority for all my emails?
While there isn’t a setting to default all your emails to a certain priority, you can create a template with your preferred priority setting.
Are there any other ways to indicate urgency in an email besides priority?
Yes, you can also use subject line indicators such as “URGENT” or “ACTION REQUIRED,” but this should be done judiciously to avoid sounding alarmist.
Summary
- Compose a new email or open an existing one.
- Find the “Tags” group in the email window.
- Select “High Importance” or “Low Importance” option.
Conclusion
Outlook 2019 makes it easy to communicate the importance of your emails with the priority feature. Whether it’s an urgent request or just an FYI, setting the priority appropriately ensures that your message gets the attention it deserves. However, remember that with great power comes great responsibility. Overusing the high priority tag could annoy your recipients and dilute its intended impact. On the flip side, flagging emails as low priority could mean they get overlooked. The key is to use these tools judiciously, considering the content and context of your message.
In today’s fast-paced work environment, emails fly back and forth at lightning speed. Setting the priority of an email can be the difference between an immediate response and one that gets lost in the shuffle. So next time you draft an email in Outlook 2019, take a moment to consider its urgency and set the priority accordingly. Your recipients will thank you for it, and you’ll be a step closer to effective email communication.
Matthew Burleigh has been a freelance writer since the early 2000s. You can find his writing all over the Web, where his content has collectively been read millions of times.
Matthew received his Master’s degree in Computer Science, then spent over a decade as an IT consultant for small businesses before focusing on writing and website creation.
The topics he covers for MasterYourTech.com include iPhones, Microsoft Office, and Google Apps.
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