How to Add Notes to Outlook Email Messages

Consider this: In 2025, the average office worker spends between 5 and 15.5 hours per week managing emails. That’s easily up to two full workdays just reading and responding to messages. 

Managing emails isn’t just about reading and replying. It’s about capturing reminders, preserving context, and keeping track of action items. Whether it’s remembering who asked for what, flagging an idea for later, or recording a quick summary before forwarding, notes can turn your inbox into a smarter productivity hub.

While Outlook doesn’t include a built-in “sticky note” feature inside emails, you still have powerful workarounds at your fingertips. In this post, let’s have a look at how to add notes to outlook email messages.

Why You Might Want to Add Notes in Outlook Email Messages

Adding notes to your Outlook emails can transform how you manage communication. Instead of letting important details get lost in long threads, notes help you stay focused and organized. 

Here’s why they’re useful:

• Personal Reminders: Quickly jot down thoughts so you don’t forget why the email matters.

• Track Action Items: Highlight tasks or deadlines that came from the message.

• Keep Context for Later: Record extra details that may not be obvious when you revisit the email weeks or months later.

• Enhance Team Collaboration: Share insights, summaries, or next steps with colleagues to keep everyone aligned.

Also Read: How to Recover Deleted Emails in Gmail and Outlook

Different Methods to Add Notes to Outlook Email Messages

Below is the list of different methods that you can use to add notes to outlook email messages:

Method 1: Use Outlook’s built-in Notes (best for classic Outlook on Windows)

Classic Outlook has a simple “Notes” module. Think digital sticky notes you can search, categorize, and keep alongside mail, calendar, and tasks. (In the new Outlook, the Notes module isn’t fully available. You can use OneNote instead.)

To do this:

• In Outlook, switch to Notes (Navigation pane) and select New Note.

• Shortcut: Ctrl+Shift+N. Notes save automatically.

Options to reference a specific email from your note:

• Attach your note to the email (keeps the note with the message):

  1. Open the email in its own window → Actions → Edit Message.

  2. Drag your note from the Notes list into the email body.

  3. Save the message. The note is now attached to that email for easy recall.

• (Alternative) Use matching categories to “pair” them: Assign the same Category (e.g., “Project – Blue”) to both the note and the email. Later, search by that category to see them together.

On the new Outlook or on Mac? Use OneNote instead. 

Open the email → click Send to OneNote → pick a notebook/section, then add your notes on the OneNote page that’s created with the message content. This is Microsoft’s recommended path in the new Outlook experience.

Heads-up: Attaching notes to messages increases the email’s size. If you collaborate heavily, OneNote keeps the note and email content together without bloating the original message.

Method 2: Add Notes in the Message Body (Drafts)

If you want your notes inside the email itself (instead of a separate tool), you can edit the message body using a draft or forward. This keeps everything in one place.

How to do it:

1. Open the email you want to annotate.

2. Click Forward (or Reply to yourself).

3. Type your notes at the top of the message body (e.g., “Follow up with client by Friday – HM”).

4. Instead of sending it, click Save → the email will be stored in your Drafts folder.

5. Optionally, move the draft into a designated folder (like “Notes Added”) so you can find it later.

Tip: If you use this often, create a dedicated “Notes Drafts” folder to avoid cluttering your main Drafts folder.

Also Read: Email Tracking for Outlook: A Comprehensive Guide

Method 3: Use Categories, Flags, and Comments

If you prefer lightweight annotations without altering the email itself, Outlook’s built-in Categories, Flags, and Task Comments offer flexible options to “tag” your messages with context.

How to do it:

1. Categories:

   • Right-click the email → Categorize → choose a color category.

   • Rename the category to something meaningful (e.g., Needs Action, Follow Up, Finance).

   • This lets you visually scan your inbox and instantly see priorities.

2. Flags with Reminders:

   • Right-click the email → Follow Up → pick a flag (Today, Tomorrow, Custom).

   • Add a Reminder if you want Outlook to alert you at a specific time.

   • Perfect for time-sensitive notes like “Reply by Friday.”

3. Tasks with Comments:

   • Drag and drop the email into the Tasks section of Outlook.

   • A new Task opens, with the email attached.

   • Add detailed notes or comments in the Task description.

   • Save the Task and track it alongside your other to-dos.

Tip: Use a combination, like Category = “Client” + Flag = “Follow-up”, for powerful inbox triage.

Method 4: Insert Notes Using OneNote Integration

For users who want a more robust note-taking system, Outlook’s integration with Microsoft OneNote is one of the best options. OneNote acts like a digital notebook, allowing you to store detailed, organized notes alongside your emails.

How to do it:

1. Open Outlook and select the email you want to annotate.

2. On the ribbon, click Send to OneNote (you may find it under the “Home” or “More Actions” menu).

3. Choose the notebook and section where you want the email saved.

4. In OneNote, add your notes directly under or beside the email content.

5. Use tags, formatting, or even hand-drawn annotations to enrich your notes.

Tip: If you work in a team, share the OneNote notebook so colleagues can also add insights or updates tied to the same email thread.

Also Read: How to Organize Emails in Outlook: Smart Tips for a Cleaner Inbox

Best Practices for Email Note-Taking

Adding notes to Outlook emails can boost organization and productivity, but only if done strategically. Here are some best practices to keep your notes useful rather than overwhelming:

• Keep notes short and actionable: Focus on clear reminders, decisions, or next steps rather than long explanations.

• Use consistent categories or labels: Apply a standard system (e.g., “Follow-Up,” “Reference,” “Meeting Notes”) so you can easily filter and retrieve notes later.

• Archive old notes: Regularly clean up outdated or completed notes to avoid clutter and keep your inbox tidy.

• Sync with your task/project management system: If you’re using tools like Microsoft To Do, Trello, or Asana, link or export your notes so everything stays aligned across platforms.

Conclusion 

Adding notes to Outlook emails can dramatically improve how you manage context, follow-ups, and collaboration. Whether you prefer the built-in Notes feature, adding comments directly in drafts, organizing with categories and flags, leveraging OneNote integration, or using third-party add-ins, Outlook offers multiple ways to fit your workflow.

The best method is the one that blends seamlessly with your existing habits, so experiment with these approaches and stick to what keeps your inbox clear and your tasks moving forward.

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