In the Apply View dialog box, select which folders you’d like to have use the rule you set up, and then click OK. To do this, click on View > Change View > Apply Current View to Other Mail Folders: However, you can copy this rule to other folders if you’d like. The only drawback to this feature is that it only applies to the folder you were in when you set it up. You’ll see that the new formatting rule has been applied for you: Once that’s done, click OK:Ĭontinue clicking OK until you’re back to your Inbox.
HOW TO MAKE OUTLOOK CONDITIONAL FORMATTING FOR ALL FOLDERS FREE
Feel free to play with the all the various options there, as there are plenty of different ways you can set things up. In the Filter dialog box, I’ve set the formatting to apply whenever the From field is Sandra Mahan. Next, click the Condition button to set the rule for when this formatting will apply: The Sample box will show you how that will look. For this example, I want Sandra’s emails to use the Segoe UI font, be bolded and bigger than normal, and the color purple. In the Font dialog box, select how you’d like the Inbox lines to appear. Name the rule (in this example Sandra Email Messages), make sure the box is checked, and then click the Font button: In the Conditional Formatting dialog box, click Add to get a new rule. In the View Settings dialog box, select Conditional Formatting: In Outlook, select the View > View Settings option: But a colleague recently sent me a screen print of her inbox doing just that, so I had to figure out how she made that happen… and I found it! Then if you have emails already in your Inbox that would match your new rule, check the box to “ Run this rule on messages already in Inbox“.I’ve been asked a number of times, “Hey Tom! Is there a way I can make my inbox show emails from my boss in a different color?” To date, my answer was always an apologetic “no”. If both match the condition, move the email to a selected folder. When I receive a new email in Office 365 Outlook, check if the senders email address and subject line match a configured condition. Unless you have some unique cases, you can leave it blank, which is the default.Ĭlick Next and we’ve finally reached the end of the rule wizard! Give the rule a name like “Move Friends Email” so that you know what it does when you look at it later on. Move email to a selected folder in Office 365 Outlook. You can normally leave this alone if it’s a simple rule, but if you want to also perform other actions like play a sound, forward the email, make a copy of it, print the email, start another program, run a script, etc., then you can do all of that on this screen.Ĭlick Next when you are done and you’ll be brought to the Exceptions dialog, where you can choose what conditions you would not want to have this rule processed for. When you click Next, you can set more actions for the rule. Now you’ll see the bottom part updated with the actual values for your rule. Then click on the word specified and browse to the folder you would like the email to be moved to or click New and a new folder will be created under the currently highlighted folder. In our example above, you’ll want to click on people or public group and choose an email address. Your next task is to click on each hyperlink and choose the associated values like email addresses, folders, etc. You can even create rules that look for specific words in the email body and then perform actions on those emails. However, if you want to make the rule more complicated, then clicking Next will give you a whole lot more options:Īs you check on different conditions in the top list box, the rule description at the bottom will also populate with more hyperlinks. Then you can click Finish and you’re done. You’ll notice the bottom list box that is called “Step 2:” remains at the bottom with some underlined text. In reality, all of you have to do to setup the rule is click on the hyperlinks for people or public group and specified to choose the email address and where you want those emails to go. The most common rule is the first one listed, “ Move messages from someone to a folder“. These are the most common ones and probably all you’ll ever need.
![how to make outlook conditional formatting for all folders how to make outlook conditional formatting for all folders](https://i.stack.imgur.com/ygIPj.png)
The Rules Wizard dialog will pop up and it will show you some common rule templates. The Rules and Alerts main window will appear and by default you might see one rule already created depending on your version of Outlook.įrom here you will click the New Rule button to get started with your first Outlook email rule. Now to get started, open Outlook, click on the File tab and you’ll see the Manage Rules & Alerts button towards the bottom.