Use Conditional formatting rules to change incoming messages in Outlook
Applies To
Outlook for Microsoft 365 Outlook 2024 Outlook 2021 Outlook 2019 Outlook 2016 Office for business Office 365 Small Business Microsoft 365 admin Outlook on the web New Outlook for WindowsConditional formatting is a way to make email messages in Outlook stand out when they meet conditions defined by you. When you specify conditions that an incoming message should meet, such as a sender’s name or email address, the conditional formatting will be applied only to those messages.
Note: Conditional formatting is only available to individuals using a work or school account in Outlook with a qualifying Microsoft 365 subscription.
Select a tab option below for the version of Outlook you're using. What version of Outlook do I have?
Note: If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select Classic Outlook and follow those steps instead.
Set up and manage conditional formatting rules in new Outlook
When you set up a conditional formatting rule, it will be set on both read and unread messages and is applied across all folders except Drafts.
Examples of how you might use conditional formatting include:
-
Add a red highlight to emails sent from your manager.
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Display emails in green when the subject contains specific words like 'meeting.'
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Use orange for all messages where you're included in the Cc line.
Conditional formatting rules are managed in Settings > Mail > Conditional Formatting.
The rules are prioritized in the order they appear. If there's a conflict between rules, the top rule prevails.
Not seeing an expected rule option? Not all conditional formatting options in classic Outlook are available in new Outlook. If you'd like to see more rule options, let us know! In new Outlook go to Help > Feedback > Make a suggestion.
Create a new conditional formatting rule in new Outlook
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Navigate to Settings > Mail > Conditional Formatting.
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Select + Create new conditional formatting rule.
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Name your new rule.
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Choose your condition(s).
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Select the font color for the message list to display. Under Preview, you can an example of how the text will appear.
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When you're satisfied with your selection, click OK.
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Click Save.
Edit a conditional formatting rule in new Outlook
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Select Settings > Mail > Conditional Formatting.
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Click Edit .
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Update the fields you want to change.
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Click Save.
Delete a conditional formatting rule in new Outlook
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Select Settings > Mail > Conditional Formatting.
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Click Delete rule for the rule you want to delete.
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Click Save.
Turn a conditional formatting rule on or off in new Outlook
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Select Settings > Mail > Conditional Formatting.
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Use the toggle next to the rule to turn it off or on.
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.
To make further changes to the body of your email messages, change the default font or text color for email messages.
Create a conditional formatting rule in classic Outlook
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On the View tab, in the Current View group, select View Settings.
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In the Advanced View Settings dialog box, select Conditional Formatting.
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.
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Do any of the following:
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To delete a rule, select the rule, and then select Delete.
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To temporarily turn off a rule, clear the check box for that rule.
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To change the criteria for a rule, select the rule, and then select Condition.
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To change the text formatting, select the rule, and then select Font.
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To add a new conditional formatting rule, select Add, in the Name box, type a name, select Font to specify the formatting, and then select Condition to specify the criteria for this rule.
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Example conditional formatting rules in classic Outlook
Follow steps 1 and 2 in the previous section, and then do the following:
Make all messages from John Kane
appear in red
(For classic Outlook only)
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Select Add.
-
Enter a name for the rule.
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Select Font.
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Under Color, select Red.
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Select OK.
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Select Condition.
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In the From box, type John Kane.
Note: The name must exactly match the full name that appears on messages that you receive.
-
In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, select OK.
Make all messages that contain the word Contoso
in the subject appear green
(For classic Outlook only)
-
Select Add.
-
Enter a name for the rule.
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Select Font.
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Under Color, select Green.
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Select OK.
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Select Condition.
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In the Search for the word(s) box, enter Contoso.
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In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, select OK.
Make all messages that contain the word holiday
in the subject or message body appear blue
(For classic Outlook only)
-
Select Add.
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Enter a name for the rule.
-
Select Font.
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Under Color, select Blue.
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Select OK.
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Select Condition.
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In the Search for the word(s) box, type holiday.
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In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, select OK.
Note: Outlook on the web is the web version of Outlook for business users with a work or school account.
Set up and manage conditional formatting rules in Outlook on the web or Outlook.com
When you set up a conditional formatting rule, it will be set on both read and unread messages and is applied across all folders except Drafts.
Examples of how you might use conditional formatting include:
-
Add a red highlight to emails sent from your manager.
-
Display emails in green when the subject contains specific words like 'meeting.'
-
Use orange for all messages where you're included in the Cc line.
Conditional formatting rules are managed in Settings > Mail > Conditional Formatting.
The rules are prioritized in the order they appear. If there's a conflict between rules, the top rule prevails.
Not seeing an expected rule option? Not all conditional formatting options in classic Outlook are available in new Outlook. If you'd like to see more rule options, let us know! In new Outlook go to Help > Feedback > Make a suggestion.
Create a new conditional formatting rule in Outlook on the web or Outlook.com
-
Navigate to Settings > Mail > Conditional Formatting.
-
Select + Create new conditional formatting rule.
-
Name your new rule.
-
Choose your condition(s).
-
Select the font color for the message list to display. Under Preview, you can an example of how the text will appear.
-
When you're satisfied with your selection, click OK.
-
Click Save.
Edit a conditional formatting rule in Outlook on the web or Outlook.com
-
Select Settings > Mail > Conditional Formatting.
-
Click Edit .
-
Update the fields you want to change.
-
Click Save.
Delete a conditional formatting rule in Outlook on the web or Outlook.com
-
Select Settings > Mail > Conditional Formatting.
-
Click Delete rule for the rule you want to delete.
-
Click Save.
Turn a conditional formatting rule on or off in Outlook on the web or Outlook.com
-
Select Settings > Mail > Conditional Formatting.
-
Use the toggle next to the rule to turn it off or on.
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