Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Using conditional formatting to change font and color

From: Outlook 2013 Essential Training

Video: Using conditional formatting to change font and color

We all organize differently. Some of us are visual, some of us are sorters. Putting messages in a folder may work for some people, while others need to see everything in the inbox. For those people, we can change the color of emails on a conditional basis. For example, any email from a certain sender or containing a certain subject line or words in the body of the email. Now we can do this with categories, which we will talk about in a later video, but for this one, I wanted to show you how to use conditional formatting to actually change things in your inbox.

Using conditional formatting to change font and color

We all organize differently. Some of us are visual, some of us are sorters. Putting messages in a folder may work for some people, while others need to see everything in the inbox. For those people, we can change the color of emails on a conditional basis. For example, any email from a certain sender or containing a certain subject line or words in the body of the email. Now we can do this with categories, which we will talk about in a later video, but for this one, I wanted to show you how to use conditional formatting to actually change things in your inbox.

Now for this example, I want to take all my emails that come to me with the words New product release in the subject line, because I want to know about it. I am going to change the way it looks by making it red and bold. So we do that by going over the View Ribbon tab, going over to View Settings, and selecting Conditional Formatting. Now from here, I can go and look at all my views. These are the existing ones and I can create my own. I am going to click Add.

I can give it a name, for example, New Product Release and now I can change how it is actually going to look in the view. I am going to click Font and now I can change things like the Color or whether it is Bold, or Larger or Smaller. I am going to make it Red and Bold. When I am all done, I can click OK and now I can choose Condition. This is where I am actually going to select the criteria that is going to make the email be red and bold.

So there were a few criteria that I had wanted. I wanted New Product Release in the subject field. If I had wanted to change that, I can actually come down here to this pull down menu and change it. For example, the New Product Release could have also been in the body field. I am also going to change it so that any message from jstratton@lynda.com. So as you can see, I can have multiple criteria. There are also more things I can do and I can experiment with those by going to the More Choices tab and these are all the different cases that I can change the conditional formatting of the email.

For example, if it is a large size, I can quickly identify any email that comes in that's really big. But for now, we are just going to stick with New Product Release in the subject field and it has to come from jstratton@lynda.com. When I am all done with my criteria, I click OK, I click OK again, I click OK again. The changes take effect instantly and you can see now that there are lots of emails in here about a new product release from Jess Stratton.

A new product release is exciting and I want to know about it and now I will not miss it. You will also notice that this unread email changes also. Instead of being the traditional blue, it is now red. If I click on it and it goes back to being red, it will look just like the other ones. To get back into that conditional formatting, let's say I am done with it, I am going to go back to my View ribbon tab, back to View Settings, click Conditional Formatting again, and now I have a few options.

I can Highlight it. I can either Delete it completely by checking the Delete box. That means I am all finished with it and I will never want it again. Or if I simply don't want it active, but don't want to delete it, for example, if I have a lot of formats in there and a lot of font changes that I don't want to lose, I can just uncheck it. When I am ready to have it back, I can come on in and check it again. When I am all done, I click OK, OK again, and now everything is back the way it was. So you can have many different conditional formats and many different colors in your inbox.

Use it to make it the way that it works for you.

Show transcript

This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 22435 viewers

Jess Stratton
Author

 
Expand all | Collapse all
  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Outlook 2013 Essential Training.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.