Applies ToOutlook 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 Windows

Conditional 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.

  • 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 new Outlook

  1. Navigate to Settings  > Mail > Conditional Formatting.

  2. Select + Create new conditional formatting rule.

  3. Name your new rule.

  4. Choose your condition(s).

  5. Select the font color for the message list to display. Under Preview, you can an example of how the text will appear.

  6. When you're satisfied with your selection, click OK.

    Screenshot of Select the font color in Conditional formatting setting

  7. Click Save.

Edit a conditional formatting rule in new Outlook

  1. Select Settings  > Mail > Conditional Formatting.

  2. Click Edit .

  3. Update the fields you want to change.

  4. Click Save.

Delete a conditional formatting rule in new Outlook

  1. Select Settings  > Mail > Conditional Formatting.

  2. Click Delete rule  for the rule you want to delete.

  3. Click Save.

Turn a conditional formatting rule on or off in new Outlook

  1. Select Settings  > Mail > Conditional Formatting.

  2. Use the toggle next to the rule to turn it off or on.

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