Your rule will apply immediately to al messages already received which correspond to the rule just created.The color coding isnt 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.Show expired emails and completed tasks in a grey and strikethrough font.
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 Basics Conditional Formatting Tips Tricks Conditional Formatting Examples Links to more Conditional Formatting examples Conditional Formatting Basics Creating a Conditional Formatting rule can be done in the following way; Open the Conditional Formatting dialog: Outlook 2007 View- Arrange By- Custom- Automatic Formatting Outlook 2010 2013 2016 2019 Microsoft 365 tab View- View Settings- Conditional Formatting To define a Conditional Formatting rule of your own, press the Add button. Press the Condition button to specify when this font should apply. 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 Tricks Just 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. You can sort the rules by using the Move Up and Move Down buttons. The higher listed rules takes precedence over the lower ones. A lower listed rule can append the formatting of a higher listed rule if the formatting is not defined. For instance, when in a higher listed rule the font color is set to Auto the color of a lower rule will apply. However, if the higher listed rule has a color defined, the lower rule will not overwrite this color. Specifying names of senders or recipients in a Conditional Formatting rules can be a bit tricky; The name must exactly match the name as displayed in the From field of the message. If you are in an Exchange environment, you can simply add the names as listed in the Global Address Book of your company. The Conditional Formatting rule only applies to the folders which use the same view. To apply your custom view to other folders see: Applying custom views to all folders at once. If the rule doesnt 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. Do not add too much color to your mailbox or the organizing effect gets lost (but youll be left with a nice rainbow though ). Conditional Formatting Examples Ill explain the advanced color editing by the following examplesideas. In the From field, type the email address of the sender or (when you are in an Exchange environment), press the From button and select the sender from the Global Address List (so not your Contacts folder as explained here ).
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