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Apply correct Conditional Formatting in Microsoft Outlook
Oct 14, 2023 5:33 PM

Apply correct Conditional Formatting in Microsoft Outlook

by HubSite 365 about Pragmatic Works

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Master Microsoft Outlook with our expert guide: Learn how to apply Conditional Formatting for targeted, organized, and efficient emails.

Applying Conditional Formatting to Emails in Microsoft's Email Client

This video tutorial by Pragmatic Works instructs viewers on how they can apply conditional formatting to their emails in Microsoft's popular email client tool. The feature provides you the ability to modify the style, font, and color of email messages based on specific conditions. This functionality aims to assist users in quickly identifying and prioritizing pivotal[1] emails in your inbox.

Conditional formatting enables messages that fulfill certain conditions to be more conspicuous in the message list by utilizing color, fonts, and styles. Users can specify conditions that an incoming email should meet, such as the sender’s name or email address. This formatting is only applied to those messages.

As an illustration, you could set a conditional rule so that all messages sent from your supervisor would appear in red text in the message list. Moreover, users can make additional changes to the body of their email messages, changing the default font or text color for email messages.

The manipulation of this feature has evolved through different Microsoft's email client versions. Before 2010, the organization feature allowed the creation of conditional text formatting rules for email messages. Since the 2010 version, conditional text formatting is now accessed via the Advanced View Settings dialog box.

To create conditional formatting rules, you'll need to utilize the View tab, specifically within the Current View group. From there, you can select 'View Settings.' In the resulting dialogue box, 'Conditional Formatting' should be selected.

A set of default rules will be visible, such as the rule making unread messages appear bold in the message list. Additionally, any rules a user created with an earlier version of the software via the Organize pane will be shown. Users can then delete, deactivate, alter, or add new conditional formatting rules as needed.

A few examples of rules include making all emails from a specific sender, like John Kane, appear in red, or all messages with a specific word, like 'Contoso,' in the subject line appearing green. Each rule requires a name, criteria, and formatting specification to be set.

Advanced Features in Microsoft's Email Client

Microsoft's email client offers more than just email management. Its functionality is versatile, allowing the creation of automation rules that help prioritize and organize your inbox. Features like conditional formatting enhance the user experience, providing a customizable email interface tailored to the user's needs. It not only simplifies email management but also increases productivity and efficiency. The advanced view settings give you control over your email appearance and streamline your day-to-day correspondences.

Outlook - Guide to Apply Conditional Formatting in Microsoft Outlook Emails

Learn about Applying Conditional Formatting to Emails in Microsoft Outlook

Mastering the efficient use of your email platform is key to productivity. This concept is particularly applicable when using Outlook, a productivity suite provided by Microsoft. Its feature-rich interface offers many tools such as conditional formatting that can aid in better email management and thereby, improve one's email experience.

Conditional Formatting is a feature that triggers visual changes to your emails based on certain conditions. It helps differentiating particular emails from others by modifying text color, style, and font, making specific ones more noticeable. Thus, it can be a useful tool in managing high priority emails or sorting them according to chosen criteria.

For instance, one practical use of this feature might be to automatically turn any incoming email from your boss into red. This prominent color change is bound to catch your eye even in an overflowing mailbox.

Yet, not just in the case of important emails from your boss, it can prove beneficial more widely. You can customize the appearance of your emails more generally or personally – choose a different font for family emails, or set special color for project updates, and so on. It's this level of customization that makes the email client quite user-friendly.

Previously, in the 2007 version, one could set such conditional rules using the Organize feature. But this feature has seen changes over the years and the way to access it in later versions including and post-2010, is via the Advanced View Settings dialog box.

The steps to create a conditional formatting rule are as follows-

  • Choose "View Settings" from the Current View group of the View tab.
  • Select "Conditional Formatting" in the Advanced View Settings dialog box.
  • Now, either amend an existing rule or add a new one by clicking on "Add", and then specifying the condition and format.

Giving meaningful names to your rules, like "Email from Boss" or "Project Update", can make it easier to manage them. After naming the rule, you need to define the criteria (like sender’s name) for the rule and adjust the font accordingly.

Following these steps, you can create rules like making all messages from a particular sender, say John Kane, appear in red, or all messages containing the word "Contoso" in the subject appear green. Further, you can create a rule to make emails containing a specific word like "holiday", in the subject or message body, appear blue.

Remember, the rule will only be effective if the name or the word(s) inputted exactly match those in the incoming emails. All done, your emails are now much more organized, thanks to conditional formatting!

Still need help? Or want to explore more such features? Several communities and training courses can help you delve deeper into the various features of this powerful tool, enhance your knowledge and make your experience more secure and efficient.

More links on about Applying Conditional Formatting to Emails in Microsoft Outlook

Automatically change incoming message colors and fonts ...
Conditional formatting is a way to make messages that meet defined conditions stand out in the message list by using color, fonts, and styles.
Color-code email messages sent only to you
From any email folder, select View > View Settings > Conditional Formatting. · In the Conditional Formatting dialog box, click Add. · Type a name for your rule ...


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