Windows users often rely on the Outlook application to manage their professional email conversations. During the weekends, you can schedule Out of Office Mail to be sent in Outlook. But for weekdays, you’ll need to prioritize your emails to ensure maximum productivity.
A great way to separate your emails in order of importance is to use the Color Code feature in Outlook. This post will show how to Color Code emails in Outlook on Windows.
Color-coding your emails helps you to stand out your essential contacts from the rest. You can assign a specific color code to each contact by entering their email ID. You can also color code emails that you receive from a specific domain. For example, you can add the domain of your workplace and decide to color code all emails containing that domain. You can also color code emails from your contacts.
Color-coded email in Outlook
We’ll show you the steps to color code your emails in Outlook. The steps apply to Outlook 365, Outlook 2021, 2019 and 2017 users. Please note that you can only access this feature from the Outlook Desktop app or website. You can’t assign color codes to your emails using the iOS or Android apps.
Step 1: Open Outlook application on your Windows system.
Step 2: Once your email is loaded, click the View option in the top Menu bar.
Step 3: Click on Current View.
Step 4: Select View Settings from the list of options.
Step 5: In the Advanced View Settings window, click Conditional Formatting.
Step 6: In the Conditional Formatting window, click Add on the right.
Step 7: Name the new Conditional Formatting rule that will apply to color-coded emails.
Step 8: After you give it a name, click on Fonts.
Now you can choose Font Style, Color and Size. This will apply to all emails that appear with the selected color code. You can also check out a sample for the same.
Step 9: After selecting, click Ok on the right.
You have selected the appearance style for your color code.
Assign colors to email addresses
Now let’s specify the email address that will appear with the color code.
Step 1: In the Conditional Formatting window, select your color coding rule and click Condition.
Step 2: Enter the email address you want to appear with your chosen color code. You must use semicolons to enter multiple email addresses.
If you want to enter a domain name, add @ in front of it.
Step 3: Click Ok to save your preferences.
Step 4: Click Ok in the Conditional Formatting window.
Step 5: Finally, click Ok in the Advanced View Settings window.
You will now notice that your selected email address appears in the selected color code.
Remove color codes from emails in Outlook
If you want to remove the color code from your email in Outlook, you can go back again in the Conditional Formatting window. Follow these steps.
Step 1: Open the Outlook application on your Windows computer.
Step 2: Once your email is loaded, click the View option in the top Menu bar.
Step 3: Click on Current View.
Step 4: Select View Settings from the list of options.
Step 5: In the Advanced View Settings window, click Conditional Formatting.
Step 6: Select the rule that you created for the color-coded email.
Step 7: Click Delete at the top right.
Step 8: Click Ok to save the changes.
Now you will notice that all previously selected color codes will disappear from your email.
Remove color codes from specific email addresses
If you want to remove the color-coding rule for specific email addresses, follow these steps.
Step 1: After choosing your color coding rule, click on Conditions.
Step 2: Remove the email address from the tab and click Ok.
Step 3: Click Ok in the Conditional Formatting window to save the changes.
Prioritize your email
Color-coding your email can help you isolate non-urgent conversations, and you can check them out later. You can specify color-coding for emails related to work, college assignments, party invitations, newsletters, etc. If you want to quickly reply to color-coded emails without taking too much time. From time to time, Outlook gives you the option to create an email template. Creating a template is useful in case the content of outgoing emails remains the same. Check out our guide on how to block email addresses in Outlook to keep your inbox free of spam or promotional messages.
Categories: How to
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