Conditional formatting in new Outlook and web to highlight emails

Master the art of email organization with Outlook's conditional formatting! This guide shows you how to color-code your emails in the new Outlook app and Outlook on the web, ensuring important messages stand out.

Classic Outlook users have long enjoyed conditional formatting; now, this powerful feature is available in the new Outlook and web versions, bringing enhanced organization and personalization.

Key Features Covered:

• Conditional formatting in new Outlook and web
• Highlighting emails using conditional formats
• Editing conditional formatting rules
• Deleting conditional formatting rules
• Enabling/disabling conditional formatting rules
• Reordering rules for priority control
• Practical conditional formatting examples
• Understanding limitations and differences

(Note: This tutorial focuses on the new Outlook app and web version. For classic Outlook, please refer to [link to classic Outlook guide]. )

Conditional Formatting: Highlighting What Matters

Conditional formatting helps you prioritize emails based on user-defined criteria (sender, subject, presence of your name, etc.). Different colors instantly flag important messages, reducing time spent sifting through less urgent emails.

Setting Up Conditional Formatting Rules

The process is similar for both the new Outlook app and the web version. Minor interface differences may exist, but the core steps remain consistent:

1. Access Settings: Click the settings gear icon (top-right), then navigate to Mail > Conditional Formatting.
2. Select Account (if necessary): If you have multiple accounts, choose the correct one. Single-account users or web users can skip this step.
3. Add a New Rule: Click "+ Create new conditional formatting rule".
4. Name Your Rule: Give your rule a descriptive name.
5. Define Conditions: Use the Condition dropdown to select criteria (e.g., "From specific people," "Your name is on the To or Cc line," "Subject includes certain text"). Add multiple conditions using "+ Add another condition".

6. Choose Formatting: Select a font color using the Choose Color button. The Preview section shows the effect.
7. Save the Rule: Click Save to apply and save your new rule.

Editing, Deleting, and Toggling Rules

Modifying or removing rules is simple:

• Editing: Access settings, select the rule, make changes (name, conditions, formatting), and save. Discard changes to cancel.

• Deleting: Access settings, locate the rule, and click "Delete rule," confirming the deletion.

• Enabling/Disabling: Use the toggle switch in the settings to quickly turn rules on or off without deleting them.

Rule Order and Priority

Rules are applied sequentially; higher rules override lower ones. Use the "Move Up" and "Move Down" buttons to adjust the order and control priority.

Conditional Formatting Examples

• Highlight VIP client emails in red.
• Highlight emails with specific keywords (e.g., project names) in the subject.
• Color-code emails from your manager or team members.
• Mark emails with deadlines or events.

Limitations

• Available only for Microsoft 365 work/school accounts in the new Outlook and web versions.
• Applies to read and unread emails in all folders (except Drafts).
• Fewer conditions than classic Outlook.
• Currently only for emails (not calendar or tasks).
• Only font color formatting is supported.

This guide empowers you to effectively manage your inbox, ensuring important emails never get overlooked.

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