<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=612681139262614&amp;ev=PageView&amp;noscript=1">
Skip to content

Need help? Talk to an expert: phone(904) 638-5743

Applying Conditional Formatting to Emails in Microsoft Outlook

Applying Conditional Formatting to Emails in Microsoft Outlook

In this video tutorial by Angelica Domenech, a trainer at Pragmatic Works, viewers learn how to use conditional formatting in Microsoft Outlook to manage important emails effectively. Angelica guides users through the process of setting up rules and conditions to color-code and prioritize specific emails.

By following these instructions, users can efficiently organize their emails by prioritizing and highlighting messages that require immediate attention, improving their productivity in Microsoft Outlook.

The key points covered in the video include:

1. Accessing Conditional Formatting:

  • In Microsoft Outlook, go to the "View" tab.
  • Click on "View Settings" to open a pop-up window.

2. Existing Rules: Angelica highlights some pre-existing rules for unread messages, expired emails, and more.

3. Creating New Rules: To create a new rule, click "Add."

  • Example 1: Flagged and Important Emails
    Angelica sets up a rule to make flagged and important emails appear in red with a semi-bold font. Conditions for this rule include emails flagged by the user.
  • Example 2: Emails with Attachments
    Angelica demonstrates how to create a rule to highlight emails with attachments in blue. The condition is set to detect emails with one or more attachments.
  • Example 3: Emails from a Specific Sender (Manager)
    A rule is established to make emails from a specific sender (in this case, the department manager) stand out in fuchsia with a bold font.
    The condition specifies emails from the manager.
  • Example 4: Keyword-Based Rule (e.g., "Bonuses")
    Angelica sets up a rule to identify emails with the keyword "bonus" and assigns a lime green font color. The condition searches both the subject field and message body for the keyword.

4. Applying Rules to Existing and Future Emails: The rules created apply not only to current emails in the inbox but also to all future emails that meet the specified conditions.


Angelica concludes the tutorial, encouraging viewers to use these conditional formatting rules to better manage their Microsoft Outlook inbox.

Additional Resources

Angelica mentions Pragmatic Works' on-demand learning platform, offering a wide range of courses, including those related to Microsoft products like Power BI, Power Automate, and Azure.

Sign-up now and get instant access

Leave a comment

Free Trial

On-demand learning

Most Recent

private training

Hackathons, enterprise training, virtual monitoring