Conditional Formatting in Outlook Emails

 

🧭 Detailed Process Flow: Conditional Formatting in Outlook Emails

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🎯 Goal:

Automatically format (e.g., color, font) specific emails in your Inbox view based on conditions like sender, subject, or importance.

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🔧 Example Use Case:

📩 Highlight all emails from your manager in red bold font.

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📋 Step-by-Step Process

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✅ Step 1: Open Outlook

📌 Ensure you are in the Mail section (bottom-left panel or side icons).

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🖱️ Step 2: Go to View Settings

🔹 On the Home tab (or View tab in newer versions):

1. Click on View Settings or Change View → Manage Views.
2. In the Advanced View Settings window, click Conditional Formatting.

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🎨 Step 3: Create a New Rule

1. Click Add ➕ to create a new rule.
2. Give your rule a Name (e.g., From Manager).
3. Click the Font... button:
• Choose color, bold, size, style (e.g., Red + Bold).
• Click OK.

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🧩 Step 4: Set the Condition

1. Click the Condition... button.
2. In the Filter window, use these tabs:

Tab	Use for
Messages	Set words in Subject or From fields
More Choices	Filter based on categories, importance, etc.
Advanced	Create multi-condition filters using fields

🔍 Example Filter:

• From: type your manager’s email (e.g., manager@company.com)
• Or Subject contains: "Urgent"

✅ Click OK when done.

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💾 Step 5: Save and Apply

1. Back in the Conditional Formatting window, confirm your rule is checked ✅.
2. Click OK → then OK again in Advanced View Settings.

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📬 Step 6: View Result

Now, in your inbox:

• Emails from your manager will appear in red bold font, as per the formatting.

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📌 Summary Table

🔢 Step	Action	Location
1️⃣	Open View Settings	Home/View Tab → View Settings
2️⃣	Create a New Formatting Rule	Conditional Formatting Window
3️⃣	Choose Font Style	Font Button
4️⃣	Set Filtering Conditions	"Condition..." Button
5️⃣	Save, Apply, and Exit	OK → OK

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✅ Use Cases for Conditional Formatting

Condition Type	Example Use
From specific email	Highlight boss/client emails
Subject contains word	Color emails with "Invoice" or "Urgent"
Importance = High	Bold red for high importance emails
With attachments	Use icons/colors to catch attention