What Does Flagging An Email Do? Benefits & Best Practices

What does flagging an email do? Simply put, it helps you mark important messages so they don’t get lost in the chaos of your inbox. Whether you need to follow up on a critical task, keep track of urgent emails, or organize your communication efficiently, flagging ensures that key messages stand out. But beyond just marking an email, this feature offers several benefits that can boost productivity and streamline email management. In this guide, we’ll dive into how flagging works, its advantages, and the best practices to use it effectively.

What Is Email Flagging?

Email flagging is a feature that allows users to mark specific emails as important, making them easier to find and follow up on later. When you flag an email, it gets highlighted in your inbox, signaling that it requires attention. Depending on the email platform, flagged emails may also be categorized under a separate section, set with reminders, or color-coded for better organization. This feature is especially useful for prioritizing tasks, tracking important conversations, and ensuring critical emails don’t get lost in a crowded inbox.

What Does Flagging An Email Do?

Whether you receive dozens or hundreds of emails daily, flagged emails ensure that crucial messages don’t get buried under newer ones. Most email platforms, such as Gmail, Outlook, and Apple Mail, offer variations of this feature, allowing users to set reminders, categorize flagged emails, or even assign different levels of Priority.

Marks Emails as Important

When you flag an email, it is visually marked—often with a colored flag or star—making it stand out from other messages in your inbox. This helps you quickly identify emails that require your attention without having to search for them manually.

Helps with Follow-Ups

One of the biggest advantages of flagging emails is that it helps with follow-ups. Many email services allow users to set reminders for flagged emails, ensuring that important tasks or responses don’t slip through the cracks. For example, in Microsoft Outlook, flagged emails can appear in the To-Do List, keeping you on top of pending actions.

Improves Organization & Sorting

Flagging helps categorize your emails, making it easier to manage them. Some platforms allow users to use different colored flags or labels to signify different priorities—for example:

Red flag – Urgent emails requiring immediate attention
Yellow flag – Important but non-urgent tasks
Green flag – Emails for future reference

Enhances Searchability

Instead of scrolling through hundreds of messages, flagged emails can be filtered and retrieved instantly using search functions. This saves time and ensures you don’t miss critical information. For instance, in Gmail, you can find flagged emails by searching for “is:starred”, while Outlook provides a dedicated Flagged Items folder.

Boosts Productivity

By keeping priority emails visible and easy to access, flagging helps streamline your workflow. You can use it as a task management tool, ensuring that important deadlines, customer queries, or meeting requests are always within reach.

Works Across Devices

If you use multiple devices (such as a desktop, tablet, or smartphone), flagged emails remain synced across platforms. This ensures that your important emails are accessible no matter where you check your inbox.

How Flagging Works Across Different Email Platforms?

Flagging emails functions slightly differently depending on the email service you use. While the core purpose remains the same—marking important emails for easy access—each platform has its own way of implementing this feature. Here’s how flagging works in some of the most popular email platforms:

Gmail

Gmail uses a star system instead of traditional flags. You can mark an email with a yellow star by clicking the star icon next to the message.
For better organization, Gmail allows users to choose from multiple colored stars (red, blue, green, purple, etc.), which can be enabled in Settings > General > Stars.
To view flagged (starred) emails, you can search for “is:starred” in the search bar or go to the Starred section in the left menu.

Microsoft Outlook (Web, Desktop, and Mobile)

`Outlook provides a flagging option where users can mark emails for follow-up by clicking the flag icon next to the message.
Users can also set a due date or reminder for flagged emails, making it easier to track tasks and deadlines.
Flagged emails automatically appear in the To-Do List and Tasks section, integrating seamlessly with Outlook’s productivity tools.
To find flagged emails, go to the Flagged Items folder or filter your inbox by flagged messages.

Apple Mail (Mac and iOS)

Apple Mail allows users to flag emails using colored flags for better categorization.
By default, the flag color is orange, but users can choose from several other colors to organize their emails visually.
Flagged emails can be found in the Flagged mailbox, which consolidates all marked messages in one place.
Users can also create smart mailboxes that automatically group flagged emails based on criteria like sender or subject.

Yahoo Mail

Yahoo Mail provides a flag icon that users can click to highlight important emails.
Unlike Gmail, Yahoo does not offer different colors for flags—flagged emails appear with a red flag.
Users can filter their inbox to display only flagged messages, making it easier to track important emails.

ProtonMail

ProtonMail offers a star feature similar to Gmail, allowing users to mark emails for easy access.
Since ProtonMail focuses on privacy and encryption, flagged emails do not sync outside the platform like in Outlook or Gmail.

While the flagging feature varies across platforms, its main purpose remains the same: helping users organize, prioritize, and follow up on important emails. Understanding how it works in your preferred email service can help you manage your inbox more efficiently.

What Are The Different Types Of Flags In Emails?

Email flagging systems vary across platforms, offering different types of flags to help users categorize, prioritize, and track important emails. Below are the most common types of flags used in email management:

Standard Flags

Most email services, including Outlook, Yahoo Mail, and Apple Mail, provide a basic flagging option.
These flags mark emails as important, making them easier to find and follow up on later.

Colored Flags

Platforms like Apple Mail and Gmail allow users to assign different colors to flagged emails.
This helps categorize emails based on urgency or topic. For example:
- Red Flag – Urgent emails requiring immediate action.
- Yellow Flag – Important but non-urgent emails.
- Green Flag – Emails for reference or future tasks.

Follow-Up Flags (Outlook-Specific)

Microsoft Outlook offers a special follow-up flag that allows users to set reminders and due dates for flagged emails.
These flagged emails integrate with Outlook Tasks and To-Do List, making it easier to manage deadlines.

Starred Flags (Gmail and ProtonMail)

Instead of traditional flags, Gmail and ProtonMail use a star system to highlight important emails.
Gmail offers multiple star colors and symbols that can be customized under settings.

Priority Flags

Some email clients, such as Outlook and Gmail, allow users to mark emails as high priority in addition to flagging them.
This sends a signal to the recipient that the email is urgent and requires immediate attention.

The type of flagging system you use depends on your email platform, but the goal remains the same: to organize, prioritize, and easily retrieve important messages when needed.

What Are The Best Practices For Using Email Flags Effectively?

Flagging emails is a great way to stay organized, but to truly maximize its benefits, it’s important to use this feature strategically. Here are some best practices for using email flags effectively:

Use a Clear Flagging System

Establish a consistent method for flagging emails to avoid confusion.
If your email platform supports colored flags or stars (such as in Apple Mail or Gmail), assign different colors for specific purposes. For example:
- Red Flag – Urgent tasks requiring immediate action.
- Yellow Flag – Important but not time-sensitive emails.
- Green Flag – Reference materials or follow-up emails.

Set Reminders for Flagged Emails

Platforms like Outlook and Apple Mail allow you to set due dates or reminders for flagged emails.
If an email requires action later, set a reminder to ensure you don’t forget about it.

Review Your Flagged Emails Regularly

Make it a habit to check your flagged emails folder at least once a day to avoid overlooking important tasks.
Clear flags once an email is addressed to keep your inbox organized.

Combine Flagging with Folders or Labels

In Gmail, Outlook, and Apple Mail, you can use labels, categories, or folders alongside flags to organize emails more effectively.
For example, an email can be both flagged and moved to a specific folder like “Pending Approvals” or “Client Requests.”

Avoid Over-Flagging Emails

Flagging too many emails can reduce the effectiveness of the system, making it harder to distinguish truly important messages.
Only flag emails that require follow-up or immediate attention.

Sync Flags Across Devices

Ensure your flagged emails sync across all devices if you check your inbox on multiple platforms (desktop, tablet, or smartphone).
Services like Outlook, Gmail, and Apple Mail automatically sync flagged emails, but it’s good to verify this setting.

Use Flagging for Team Collaboration

In Outlook for Business, you can assign flagged emails to team members to delegate tasks efficiently.
This ensures everyone stays on top of important emails without missing deadlines.

What Are The Common Mistakes To Avoid When Flagging Emails?

While flagging emails is a useful tool for staying organized, improper use can lead to inefficiency and clutter. Here are some common mistakes to avoid when using email flags:

Over-Flagging Emails

Flagging too many emails can defeat the purpose of prioritization.
If everything is marked as important, it becomes difficult to identify truly urgent tasks.
Instead, reserve flags for emails that require action or critical follow-ups.

Not Reviewing Flagged Emails Regularly

Flagging an email is only effective if you actually check your flagged folder.
If flagged emails pile up without being addressed, you might miss important deadlines.
Make it a habit to review flagged emails daily or weekly and clear them when tasks are completed.

Ignoring Follow-Up Features

Some email platforms, like Outlook and Apple Mail, allow you to set reminders and due dates for flagged emails.
Simply flagging an email without a plan for follow-up can result in forgotten tasks.
Use reminders to stay on top of flagged emails that require action.

Not Using a Color-Coding System

Many email platforms, including Gmail and Apple Mail, allow you to use different colored flags or stars for organization.
Using only one color for all flagged emails can make it harder to differentiate between urgent and non-urgent tasks.
Assign specific colors for different priorities, such as red for urgent tasks, yellow for pending responses, and green for reference emails.

Failing to Clear Flags After Completing Tasks

If you don’t remove flags after addressing emails, your flagged folder will become cluttered.
This can make it difficult to find current priority emails.
Develop a habit of unflagging emails once you’ve completed the necessary action.

Relying Only on Flags Without Additional Organization

Flagging should be combined with folders, labels, or categories to improve email management.
For example, in Outlook, you can categorize flagged emails, and in Gmail, you can add labels to flagged emails for better context.

Not Syncing Flags Across Devices

If you use multiple devices, make sure that your email flags sync properly.
Some email services may require manual setup to ensure that flagged emails are accessible across desktop, mobile, and web applications.

By avoiding these mistakes, you can use email flagging efficiently and effectively to keep your inbox organized and ensure that important tasks don’t get overlooked.

Conclusion

Effective email management is essential for staying organized and productive, and flagging emails is a simple yet powerful tool to achieve that. By properly using flags, you can prioritize important messages, track follow-ups, and ensure that no critical tasks are overlooked. However, to maximize its benefits, it’s important to use a structured approach—avoid over-flagging, review flagged emails regularly, and combine flagging with other organizational tools like folders or labels.

So, what does flagging an email do? It helps you take control of your inbox, making it easier to manage tasks, track deadlines, and stay on top of important conversations. When used correctly, email flagging can transform a cluttered inbox into a well-organized system that boosts efficiency and productivity.