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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 firstname.lastname@example.org. 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 email@example.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.
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