In this video, staff author Jess Stratton shows users how to change the font and color of emails in the inbox based on criteria using a feature called Conditional Formatting, so you can do a quick glance at your inbox and see important messages.
- [Instructor] We all organize differently. Some of us are visual, some of us are sorters. Putting messages in a search folder may work for some people, while others need to see everything in the inbox. If you're that kind of person, you'll be happy to know, that we can change the color of an E-mail on a conditional basis. For example, any E-mail from a certain sender or containing a certain subject line. We can do this with categories, but I wanna show you how to use conditional formatting. Change to the view ribbon tab.
Click view settings, and then click conditional formatting. There are some rules already in existence, but let's click add to create a new one. I wanna take all of my E-mails that come in with the word techfest in the subject or message body and turn them bold, and maybe red, so that I can see them clearly right away. I'll start by giving it a name. I'll call it Techfest, and now I need to choose the formatting before I can choose the condition in which the font is going to change to this.
So I'll click font, and I'll choose to make the font a nice bright red. I'll also make it boldface. I can make any other change here, including making the font bigger or smaller, or changing the font face entirely. I'll click OK, and now I can click condition. Now we choose the condition in which those font properties are going to change. I'm going to search for the word techfest, and in this dropdown, I'll choose the subject field and message body.
I could further refine the conditions. This dialog box should look familiar. It's the same type of dialog from when we created a search folder. You can stack conditions and even click more choices to get a bigger list, such as only items that are read, unread, contain attachments, et cetera. You can even sort by size, which is a great way to quickly identify very large E-mails. I'll click OK, OK again, one more time, and the changes take effect immediately.
Now I can do a quick sweep of my inbox, and see several that match this criteria. In fact, one of my E-mails was an unread message. Instead of a blue bar on the left, it now appears as a thick red one. When I click on it to read it, as soon as I click away, the bar will go away, but the message stays bright red and boldface, just like we told it to. To change these view settings at any time, remember, we got there by changing to the view ribbon tab, clicking view settings, conditional formatting, and here's our rule.
You don't have to delete it if you don't wanna use it anymore. You can always uncheck it or click font or condition to apply the condition to something else. You can delete it by selecting it and clicking the delete button, but I'll just keep it unchecked. I'll click OK, OK again, and now my view is the way it was before I applied the conditional formatting.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.