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Office 365 (Outlook 2016 | Outlook 2013) - Automatically change incoming message colors and fonts based on sender, subject, or recipient

Conditional formatting is a way to make the incoming 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. If you want 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

  1. In Mail, click View.

  2. In the Current View group, click View Settings.

    View Settings command on the ribbon image

  3. In the Advanced View Settings dialog box, click Conditional Formatting.

    Advanced View Settings dialog box image

    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 create in the Organize pane with an earlier version of Outlook appear.
Do any of the following:
  • To delete a rule, click the rule, and then click Delete.

  • To temporarily turn off a rule, clear teh check box for that rule. 

  • To change the criteria for a rule, click the rule, and then click Condition.

  • To change the text formatting, click the rule, and then click Font.

  • To add a new conditional formatting rule, click Add, in the Name box, type a name, click Font to specify the formatting, and then click Condition to specify the criteria for this rule. 

Example conditional formatting rules

These are some examples of conditional formatting rules that you can create in Outlook 2013. 

Ex. Make all messages from John Kane appear in red. 
  1. Click Add. 

  2. Enter a name for the rule. 

  3. Click Font.

  4. Under Color, click Red.

  5. Click OK.

  6. Click Condition.

  7. In the From box, type John Kane.

    Note: The name must exactly match the full name that appears on messages that you receive. 

  8. In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, click OK.

Ex. Make all messages that contain the word Contoso in the subject appear green
  1. Click Add.

  2. Enter a name for the rule.

  3. Click Font.

  4. Under Color, click Green.

  5. Click OK.

  6. Click Condition.

  7. In the Search for the word(s) box, type "Contoso".

  8. In the Filter, Conditional Formatting, and Advanced View Settings dialog boxes, click OK.

For more information, please visit the Office Help & Training site.

If you have any questions, come by the Help Desk at Hardman & Jacobs Undergraduate Learning Center Room 105, call 646-1840, or email us at help@nmsu.edu.




Keywords:office 365 outlook 2016 2013 change incoming message colors fonts sender subject recipient   Doc ID:72307
Owner:John B.Group:New Mexico State University
Created:2017-04-04 09:04 MDTUpdated:2017-11-27 12:25 MDT
Sites:New Mexico State University
Feedback:  3   1