Instead of using email rules to move message, you can leave the messages in your Inbox and use Automatic Formatting rules in a custom view to highlight messages or filters to hide messages.
In Outlook 2010 and Outlook 2013, Automatic Formatting is renamed Conditional Formatting. The dialog is identical, only the name is changed.
This tutorial shows you how to highlight and show only messages from specific senders but you can use any criteria in the filter dialog.
In this example, I'm highlighting messages from a sender in Red then creating a copy of the view so I can show only the messages from that sender.
Step 1: Create a Automatic (Conditional) formatting rule.
- Open the Customize view dialog. In Outlook 2010/2013, look for the View Settings button on the View tab. In all versions, right click on the row of field name (or Arrange By) at the top of the message list and choose Customize (or View Settings).
- Click Conditional Formatting button (Automatic Formatting in older versions.)
- Click Add and enter a name for the formatting rule; choose your Font.
- Click Condition
- Select your conditions. If you want to filter by email address, not display name, type the address or part of the address in the From field on the Messages tab. Do not use the From field on the Advanced tab.
- Close the dialogs and apply the view when finished.
Step 2: Copy the view to create a back up.
You can simply copy the view to back it up. If the original view gets messed up, copy the copy and apply it to the folders.
You can also create a copy and add additional filters to it.
Outlook 2010 and Outlook 2013
Outlook 2007 - earlier
Click on Arrange By to expand the menu and select Custom... then Automatic Formatting button.
Remove or Reset Custom views
If you decide you don't like the custom views, you can delete or reset them several ways. Or to restore all of Outlook's views to the default settings, use the /cleanviews switch.
For instructions, see
https://www.outlook-tips.net/beginner-user/reset-the-view-in-outlook/
More Information
The Automatic Formatting filter dialog uses the same filter dialog as Search folders, Advanced find and Views.
When you are applying filters to domains, use the From field on the first tab for the address or partial address. The From field on the Advanced tab is used for display names.
https://www.outlook-tips.net/tips/tip-373-filters-and-the-from-field/
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19 Comments on "Use Conditional Formatting to Highlight Messages"
So I have set up multiple shared calendars, I created conditional rules that if XYZ word was in the subject of the appointment or meeting it would turn it a certain color. They work fine but then outlook seems to enjoy erasing all of those conditions. I'll leave the calendar for a bit and come back and the formatting is gone. At first I thought it was the calendar I was viewing didn't have the formatting applied. So I went back in and redid the conditions had it set up working, but again after a bit all the formatting was cleared. - Also side note question with shared folders and formatting like that. Will others be able to see it or is it only on my view?
something is causing the view to be reset. rather than editing the current view create a new one and apply to the foldr.
Thanks. I did figure out that the formatting wouldn't be shared along with the calendar. So at this point it's moot. It was something I needed to be sent out along with the shared calendars.
The view needs to set to be for 'this folder, everyone' and they people you are sharing with might need editor permission.
I've set messages to me only to appear in red font which works fine in my inbox view - how do I get the font for messages sent only to me when viewing in the Unread Messages folder? This used to work for me in an earlier version of Outlook. And to be clear I don't want all my Unread messages in red - only those addressed to me. Thx.
I have had a similar problem which I seem to have resolved. Just had laptop re-imaged with 8.1 64 bit and Office 2013 Professional
I had several rules which were working OK on 2007 & 2010 but one of them (the standard "Unread Messages" (which I had as Bold Red Font) would only work intermittently in 2013. The "lower priority rules for Read Messages (eg where I am the only person on the To line etc) were OK.
The fix which worked for me: Create new rule for Unread Messages, Move it up above the other standard rules, disable the standard Unread Messages rule - now working fine
I tried moving the other person up and it did not work. I deleted him and put him back in and still only the one condition works.....
It sounds like the rule is not being triggered. How does the rule read?
Can I have more than one conditional format? I have set up emails from one individual to come in as red and emails from another individual to come in blue. The first rule to red is working but the 2nd to blue is not.
you can have multiple conditionals. Does the rule work if you change the order? Are there errors in the conditions?
Hi, I am trying to conditionally format emails in Outlook 2010 where I am cc'd only (eg highlight in blue). I already have a conditional format for unread emails(highlight in red), which want to keep and that takes precedence, The "move up / move down" buttons to move my new rule above the exisiting pre set rules are greyed out? Is it possible for my new rule to override the existing one for cc emails only?
No, you can't move them up the list. You can untick the default rules and make new ones that do the same thing and position them in the order you want to use.
Thank you so much!! This has made my Outlook a lot more functional!
Excellent; thanks!