How to Color Code Emails in Outlook By Sender

Quick Tips

• You can color code your emails in Outlook 365, Outlook 2021, 2019, and 2017 users.
• Go to View Settings in your Inbox > select Conditional Formatting > Add > new Conditional Formatting > select Font > assign the color.
• To delete your color code, select the rule > click on Delete.

How to Color Code Emails in Outlook by Sender

We will show you how to color code your emails in Outlook. The steps apply to Outlook 365, Outlook 2021, 2019, and 2017 users. Please note that you can access this feature only from the Desktop app or Outlook webpage. You cannot assign color codes to your emails using the iOS or Android app.

Step 1: Open the Outlook app on your Windows system.

Step 2: Once your emails are loaded, click the View option and choose Current View.

Step 3: Select View Settings from the list of options.

Step 4: In the Advanced View Settings window, click on Conditional Formatting.

Step 5: In the Conditional Formatting window, click on Add on the right side. Name your new Conditional Formatting rule that will apply for color coding emails.

Step 6: Once you give a name, click on Font. You can now select a Font Style, Color, and Size. This will apply to all emails appearing with the chosen color code. You can also preview it.

Step 7: After selecting your preferences, click Ok.

Assign Color to Email Address

Step 1: In the Conditional Formatting window, select your color code rule > click on Condition.

Step 2: Type the email address you want to appear with your chosen color code. To enter multiple email addresses, use a semicolon.

Note: If you want to enter a domain name, add @ before it.

Step 3: Click Ok to save your preferences. Then, click Ok in the Conditional Formatting window as well.

Step 4: Lastly, click Ok in the Advanced View Settings window.

You will now notice that your selected email address appears in your selected color code.

Tip: Learn how to schedule an Out of Office email in Outlook.

How to Remove Color Code From Outlook Emails

If you want to remove the color code from your emails in Outlook, return to the Conditional Formating window. Follow these steps.

Step 1: Open the Outlook app on your Windows computer.

Step 2: Click on View > Current View > View Settings.

Step 3: In the Advanced View Settings window, click on Conditional Formatting.

Step 4: Select the created rule for color coding emails and click on Delete.

Step 5: Click Ok to save changes.

You will now notice all your previously selected color coding will disappear from your emails.

Remove Color Code From Specific Email Address

Step 1: After selecting your color code rule, click on Condition.

Step 2: Remove the email address from the tab and click Ok.

Step 3: Click Ok in the Conditional Formatting window to save changes.

Tip: Refer to our guide on how to block an email address in Outlook to keep your inbox free from promotional messages or spam.