Learn how to Use Conditional Formatting in Microsoft Outlook

While you wish to spot emails rapidly in your Outlook inbox, you’ll be able to robotically apply font formatting based mostly on situations. Then, as messages arrive that meet these situations, they’ll acquire that formatting with out you having to raise a finger. Organising conditional formatting in Microsoft Outlook takes just a few minutes and helps you see sure emails at a look. This tutorial reveals methods to create a conditional formatting rule, edit formatting guidelines, and disable or delete a rule you not want.

Do you know: you’ll be able to robotically ahead emails in Outlook, both en masse or based mostly on customized guidelines.

Set Up Conditional Formatting in Outlook

As of this writing, the conditional formatting function is barely obtainable within the Home windows model of Microsoft Outlook. To get began, open Outlook and comply with these steps to arrange your rule.

1. Go to the “View” tab and choose “View Settings” within the “Present View” part of the ribbon.

2. Click on “Conditional Formatting” within the field that seems.

3. You’ll see a subsequent field open, the place you’ll be able to evaluation the present default guidelines arrange by Outlook. These embrace displaying unread messages in blue and expired emails with a strikethrough font.

4. To arrange your individual rule, click on “Add” on the highest proper.

5. Enter a title for the rule within the “Identify” field.

6. Choose the “Font” button to decide on the formatting you wish to use.

7. You’ll be able to choose the font household, model, dimension, shade, and add a strikeout or underline. Click on “OK” while you end.

8. Choose the “Situation” button to arrange the factors in your rule.

9. You’ll see three tabs with primary to superior choices. Let’s stroll by every in additional element under.

Tip: use Outlook e-mail templates to additional automate your workflows.

Circumstances for the Formatting Rule

Relying on the kind of rule you wish to create, there are various choices. Use the suitable tab to get began.

Messages Tab

Go to the “Messages” tab to arrange widespread standards, like key phrases within the e-mail or topic line, from a specific contact, a point out on the CC line, or based mostly on a timeframe.

For instance, we chosen emails from a bunch which might be due tomorrow.

Extra Selections Tab

Go to the “Extra Selections” tab so as to add extra standards, like emails that embrace a class, are learn or unread, comprise attachments, have a sure precedence, or are a selected dimension.

For instance, we chosen emails with the Blue class, are unread, and have attachments.

Superior Tab

1. Go to the “Superior” tab to arrange customized situations in your rule.

2. Use the “Subject” drop-down menu to select from frequently-used, handle, and date fields, together with mail, contact, and process fields.

3. Select the precise area to make use of, choose a “Situation” within the drop-down field, and add a “Worth” to the correct. The Conditional and Worth choices might or might not show or could also be totally different, relying on the sector you choose.

4. Click on “Add to Listing” to position the situation within the standards field on the prime.

For instance, we chosen the Regularly-Used Subject for Flag Standing the place the Situation is Equals and the Worth is Followup Flag.

5. While you end creating your rule utilizing any or all the above tabs, click on “OK” to reserve it.

Save and Apply the Rule

1. Return to the preliminary “Conditional Formatting” field and be certain that your rule has a checkmark subsequent to it on the prime. Click on “OK” to complete and apply the rule.

2. Click on “OK” within the “Superior View Settings” field to finish the method.

3. Shifting ahead, any e-mail that arrives, or that you simply ship relying in your rule setup, may have the font formatting you chose.

Tip: study how one can flip emails into duties in Outlook.

Edit a Conditional Formatting Rule

You’ll be able to edit a rule you arrange and can even edit Outlook’s default guidelines. But, you can’t edit a situation for one of many default guidelines, solely the font formatting.

1. Return to “View -> View Settings,” choose “Conditional Formatting,” and select the rule within the checklist.
   • For a default rule, choose “Font” to alter the formatting and click on “OK” to reserve it.
   • For a rule of your individual, choose “Font,” “Situation,” or each to make your modifications. Click on “OK” to avoid wasting.

2. While you end, click on “OK” within the “Conditional Formatting” field, then “OK” as soon as extra within the “Superior View Settings” field.

Delete a Conditional Formatting Rule

If you happen to create a rule that you simply not wish to use, you’ll be able to both disable it or delete it. For the default guidelines, you’ll be able to disable them however can not delete them.

1. Return to “View -> View Settings,” choose “Conditional Formatting,” and select the rule within the checklist.
   • To disable a rule, uncheck the field subsequent to it within the checklist. You’ll be able to verify the field once more later to re-enable it if you need.
   • To delete a rule of your individual, choose it and click on “Delete.” You received’t be requested to substantiate this motion.

2. While you full your edits, click on “OK” to avoid wasting them, then “OK” as soon as extra within the “Superior View Settings” field.

Regularly Requested Questions

Picture credit score: Pixabay. All screenshots by Sandy Writtenhouse.