What rule can you create in View Settings to color code messages from a particular sender
One of the most important measures for managing productivity in the workplace is organizing your inbox. Microsoft Office supports this goal by allowing you to assign a designated color or font size and style to specific senders. This feature is an excellent way to prioritize emails from key individuals like managers or executives. Show
The technology experts here at Agio have created this guide to walk you through how to color-code your emails in Microsoft Outlook and take advantage of the feature with tips and tricks. Steps to color-code emailsYou can configure messages to appear in a certain color based on the sender by using a conditional formatting rule. Follow these steps to set up the color-code feature:
Tips and tricks for navigating conditional formatting in Microsoft OutlookThere are several tips and tricks you can use to make it easier to set up your email color-coding in Outlook. Keep these pointers in mind as you create your conditional formatting rules:
Contact Agio today for world-class IT management and cybersecurity servicesAgio has been helping companies like yours take their IT management and cybersecurity to the next level for more than 10 years. If you want to tap into the advanced features of Microsoft Outlook to boost your email organization or have any other technology needs, we’re ready and able to help. Connect with the Agio team online today, or give us a call at 844-519-1406 to see what we can do for you. The color coding isn’t just intended to emphasize certain emails but it can also be used to deemphasize certain emails such as newsletters or emails you are only a CC or BCC recipient of. You may actually already know Conditional Formatting without realizing it as it is for instance also being used to:
The “Conditional Formatting” feature may look complex at first but creating color coding rules is actually fairly easy and quite powerful when used the right way. This guide will help you on your way to get yourself familiar with the Conditional Formatting options with 8 color coding examples which might be useful to you as well. Conditional Formatting usage in the Message List.
Conditional Formatting BasicsCreating a Conditional Formatting rule can be done in the following way;
You may recognize the Condition… dialog and its usage as the same dialog is used to create a Search Folder, a View Filter or to perform an Advanced Search. Conditional Formatting Tips & TricksJust like many other “more advanced” features in Outlook, the Conditional Formatting feature may sometimes appear to have a mind of its own and produce unexpected results or no results at all.The tips and tricks below will help you better understand how the Conditional Formatting feature works and generate its color coded view.
Conditional Formatting ExamplesI’ll explain the advanced color editing by the following examples/ideas. The examples are getting more advanced each time so when you’ve practiced them all you should be able to handle it as a pro as you are not limited to these examples;
Example 1: Color code messages coming from someone specific (like your partner)
Color code messages coming from a specific address. Example 2: Color code messages that are sent to a specific email address
Color code emails that were sent to a newsletter alias. Example 3: Color code messages by words in the message
Color code messages based on the word “dispatched”. Example 4: Color code messages by Category
Color code messages based on Categories. Example 5: Color code messages when the message is larger than 1MB and contains specific words
Color code messages based on their size. Example 6: Color code messages received today, addressed directly to me coming from specific persons
Color code messages based on the From, To and Received fields. Example 7: Color code messages that have a Receipt Request and is considered Confidential
Color code messages based on multiple Advanced filter fields. Example 8: Color code a Meeting Request you have not yet responded to
Color code Meeting Requests you haven’t yet responded to. Well that should be it! You are now able to create rules with combined types of conditions. Again; If the rule doesn’t do what you expect it to do once created you might want to try to remove or even isolate statements (by creating a separate rule for that statement) to find out where things go wrong. Links to more Conditional Formatting examplesDo you want more examples of how Conditional Formatting can be useful to you?The links below contain many more scenarios for which you can use Conditional Formatting like for instance to Color Code your Calendar without the need to use Color Categories (which people you share your Calendar with may not see).
Conditional Formatting in the Calendar. What can you create in view settings to color code messages from a particular sender?Color 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 name in the Name box, and then click Condition.
How do I color code a message from a specific sender in Outlook?For Outlook 365 (downloaded application) and Outlook 2021:. Go to the View tab.. Select Current View.. Select View Settings.. Choose Conditional Formatting.. Click Add.. Name your rule.. Click on Font.. Pick a color, style and size and click OK.. How do you change the color of a rule in Outlook?For example, a conditional rule can specify that all messages sent from your manager appear in red text in the message list.. Select Add.. Enter a name for the rule.. Select Font.. Under Color, select Red.. Select OK.. Select Condition.. In the From box, type John Kane.. How do I highlight emails from a specific sender in Outlook?Under From, select only recipient, enter the email address of the specified sender, and then select move to the specified folder under Do the following, choose the folder you want to move the messages in.
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