Outlook: Color Coding Email
last updated 10/9/2020
What is Color Coding Email?
Want to make sure you don't miss that important email from your principal? Create a customized rule for any email from them. Follow the steps outlined below to get started!
NOTE: These color coded effect will ONLY appear in the Microsoft Outlook application on your computer or laptop. It will NOT appear using the web or app version.
1. Open the Microsoft Outlook application on your computer (not the web version).
2. Click the View tab (at the top of the screen).
3. Click the View Settings button on the ribbon.
4. Click the Conditional Formatting... button on the pop-up window.
5. Click the Add button on the pop-up window.
6. Click in the Name box and name the rule.
7. Click the Condition... button to set up the rule.
8. Condition Instructions
Apply to all message FROM a specific user/email address:
Example: All emails from your building principal.
- Click the From... button.
- Find the user in the address book.
- Add them to the From box.
- Click OK.
- Click OK again to return to the Conditional Formatting pop-up.
Apply to all messages where the SUBJECT CONTAINS a certain word or phrase:
Example: All emails with "Tech Tips" in the subject line.
- In the Search for the word(s): box type the word or phrase you want to search by.
- Make sure the In: drop down box has subject field only selected.
- Click OK to return to the Conditional Formatting pop-up.
Apply to all messages where the SUBJECT/MESSAGE CONTAINS a certain word or phrase:
Example: All emails with "training" in the subject or message body.
- In the Search for the word(s): box type the word or phrase you want to search by.
- Make sure the In: drop down box has subject field and message body selected.
- Click OK to return to the Conditional Formatting pop-up.
9. Click the Font... button to set up the font color/size for the rule.
10. Font Instructions
- Click on the options to change the font type, style, size, and color.
- Click OK to return to the Conditional Formatting pop-up.
11. Click OK, then click OK again.
The rule will be applied to any NEW email messages received where the condition is true.
GCCISD Educational Technology
We are here to help! Click here to contact us!
Email: lori.roberts@gccisd.net
Website: http://schools.gccisd.net/page/et.home
Location: Baytown, TX, USA
Phone: 281.420.4499
Twitter: @gccisd_edtech