Conditional formatting in Outlook

Outlook 365 2016 2013 2007 2003
Usually Outlook users are using folders to organize messages, but you can also use colors. For example, you might apply a special color to all messages from a particular person. You can then see at a glance which messages are from that person.

Outlook 2010 has five predefined conditional formatting rules, and you can create additional rules if you want to set up an additional conditional formatting. To create conditional formatting rules, do the following:

   1.   On the View tab, in the Current View group, click View Settings:

View Settings in Outlook 2010

   2.   In the Advanced View Settings dialog box, click Conditional Formatting...:

Advanced View Settings in Outlook 2010

In the Conditional Formatting dialog box, you can see a set of default rules (in addition, any conditional formatting rules that you created in the Organize pane with a previous version of Outlook):

Conditional Formatting in Outlook 2010

   3.   Do one of the following:

  • To temporarily turn off a rule, clear the check box for that rule
  • To change the text formatting that is applied to a rule, click the rule, and then click the Font... button to open the Font dialog box:
    Font and Color Formatting in Outlook 2010
  • To add a new conditional formatting rule, click Add to create a new rule named Untitled and then:
    • In the Name box, type a name of the new rule
    • Click Font... to specify the font characteristics that you want Outlook 2010 to use for tasks that meet the rule's conditions
    • Click Condition... to specify the criteria for this rule:
      Filter Formatting in Outlook 2010
  • To change the criteria for a rule, select the rule, and then click Condition... (this button is enabled only for user's rules, not for five predefined conditional formatting rules)
  • To delete a rule, click the rule, and then click Delete (this button is enabled only for user's rules, not for five predefined conditional formatting rules).

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