Color code your Outlook 2010 Inbox Messages

Most of us at Microsoft spend most of our time in Outlook and the flow of email sometimes can get overwhelming. Categories, Rules and Alerts are one way to prioritize the flow. You can take this one step further and color code your inbox as such:

Outlook 2010 moved the location for Automatic Formatting. Although I had set this up on my previous machine, today when my teammate, MM asked me where it was, it took me a bit of time to remember.  Instead of Tools, Options, it is now located under the View menu. Click on the View Settings menu to begin.

Click the Conditional Formatting button

You can change any of the existing ones for Unread messages (bold), Expired messages (strike through). Or you can add your own. Let’s do that! Click the Add button.

Now you need to add “rules” or in this case they are called – conditions. Click the condition button. In my case, I want to change the “Where I am” option. I choose the “on the To line with other people” option. You can create as many of these as you would like.

Select a formatting font for these messages – Click on the Font button and then adjust the settings for the Font. In my example, I opted to see any emails that have me in the To with other people as red:

Now I can see any email sent directly to me in red:

A fun one to add is “Not to me” – I code those in light grey. This takes a bit more advanced work to set up.  Follow the same steps as above, and after you click on the Condition button, instead of selecting “Where I am” choose Advanced. Then in the Fields box, select All Mail Fields and pick To.  And another criteria that uses the CC field and doesn’t contain your name. Then select “doesn’t contain” and type in your name. For Font, choose Silver.