Need a Server? Build it in the cloud for free

       

Outlook Color Coding Messages-Automatically Change Message Colors and Fonts Based on Sender- Subject- or-Recipients

Where in the world did the “Organize” feature go in outlook?

In earlier versions of Microsoft Outlook, the Organize feature enabled you to create conditional text formatting rules for email messages. In Microsoft Outlook 2010, conditional text formatting is now accessed in the Advanced View Settings dialog box.

Conditional formatting is a way to make messages that meet defined conditions stand out in the message list by using color, fonts, and styles. You specify conditions that an incoming message should meet, such as a sender’s name or email address, and then conditional formatting is applied only to those messages.

For example, a conditional rule can specify that all messages sent from your manager appear in red text in the message list.

 



Create an Outlook conditional formatting rule to change color or font

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

View Settings command on the ribbon

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

Advanced View Settings dialog box

A set of default rules appears. This includes the Unread messages rule. This rule makes unread messages appear bold in the message list. In addition, any conditional formatting rules that you created in the Organize pane with an earlier version of Outlook appear.

  1. Do any of the following:
  • To delete a rule, click the rule, and then click Delete.
  • To temporarily turn off a rule, clear the check box for that rule.
  • To change the criteria for a rule, click the rule, and then click Condition.
  • To change the text formatting, click the rule, and then click Font.
  • To add a new conditional formatting rule, click Add, in the Name box, type a name, click Font to specify the formatting, and then click Condition to specify the criteria for this rule.


Example conditional formatting rules

These are some examples of conditional formatting rules that you can create in Outlook 2010.

Follow steps 1 and 2 in the previous section, and then do the following:

Make all messages from John Kane appear in red

  1. Click Add.
  2. Enter a name for the rule.
  3. Click Font.
  4. Under Color, click Red.
  5. Click OK.
  6. Click Condition.
  7. In the From box, type John Kane.

Note The name must exactly match the full name that appears on messages that you receive.

  1. In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, click OK.


Make all messages that contain the word Contoso in the subject appear green

  1. Click Add.
  2. Enter a name for the rule.
  3. Click Font.
  4. Under Color, click Green.
  5. Click OK.
  6. Click Condition.
  7. In the Search for the word(s) box, type Contoso.
  8. In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, click OK.


Make all messages that contain the word holiday in the subject or message body appear blue

  1. Click Add.
  2. Enter a name for the rule.
  3. Click Font.
  4. Under Color, click Blue.
  5. Click OK.
  6. Click Condition.
  7. In the Search for the word(s) box, type holiday.
  8. In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, click OK.

Information Source Microsoft Office Site

This entry was posted in Step-By-Step and tagged , , , , by Dan Stolts ITProGuru. Bookmark the permalink.

About Dan Stolts ITProGuru

Dan Stolts (The "ITProGuru") is a technology expert who is a master of systems management and security. He is proficient in many Microsoft products especially in the server area (Windows Server, System Center, Exchange, SharePoint, Virtualization, Etc) and holds many certifications including MCT, MCITP, MCSE, TS, etc. Dan is currently specializing in System Management and Security and is also very passionate about virtualization technologies. Dan is and has been a very active member of the community. He is president of Boston User Groups, Founder of Virtualization Group Boston, Founder of North East Leaders and serves on many IT Community group boards. He is in the process of writing his first book on building technology communities. He is a believer in social networking and can be reached on twitter @ITProGuru. He has participated in many non-technology community groups such as: Rotary Club, Lions Club, local Chambers of Commerce and is a mentor for the local high schools. Dan is an enthusiastic advocate of technology and is passionate about helping others. Dan's lifelong passion has been and continues to be to help and teach others!

Leave a Reply