Conditional Formatting in Outlook

Video Blog from DC the Computer Guy

Over the years, my role at Clark Computer Services has changed a great deal. For a long time, it was just Lee and I handling all the service calls. Now we handle many other aspects of running the business, but one thing hasn’t changed.

A very full inbox.

I get hundreds of emails every day. If I don’t take steps to manage it, I’ll miss things and when you run a small business, missing things can be costly. On average, business users send and receive more than 128 emails per day, so there are a lot of us in that situation and fortunately, Microsoft has included a number of features specifically to help us manage our inboxes. In the past, I’ve talked about using Flags to Keep Up on Your Email, and Turning an Email into an Outlook Calendar Appointment, which are features that I use all the time, and another one that I find incredibly helpful is Conditional Formatting.

Conditional Formatting is one of those features in Outlook that a lot of people don’t know about, which is why I thought it would be a great topic for my video blog.

Click on the video below to watch.

One of the things I miss most about going out on service calls is sharing tips and tricks with my clients. There have been so many times where the delight I saw after showing them something new would make my day. Especially in Outlook. Everyone seemed to love learning about new features in Outlook. It was especially rewarding when I’d go back sometime later and see them using those features.

While I go over these instructions in more detail in the video, I wanted to provide some of the basic instructions here for those who need a quick reference when setting it up for themselves.

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Find the Conditional Formatting Rule by clicking on the View tab, and select View Settings. Click the button for Conditional Formatting.

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You’ll see some default rules, click on the add button, and then rename the rule. Once you’re done with that, click on the Font button where you can change the style, size, and color.

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After changing the font to provide a visual difference, we need to tell Outlook how to identify the email. This is done with keywords in the subject field, body, or both. After putting in keywords, click Okay.

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Once you’re done with that, click Okay a couple more times and your inbox will be immediately easier to manage.

When it comes to Microsoft Outlook, we here at Clark Computer Services have a great deal of experience. Whether it’s installation, troubleshooting, providing security options such as encryption, or general tips and tricks to make life easier for our clients, we can help. Regardless of your needs, when you have questions, we have the answers. Don’t go it alone. We work with this software all the time.

If you’re having technical issues in the office or at home and would like assistance, fill out the form below or give us a call for more information.

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