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How to Colour-Code Emails Sent to You in Microsoft Outlook 365

Email is a critical tool in the modern workplace, but it can also be overwhelming. In this blog post, we’ll show you how to colour-code emails sent only to you in Microsoft Outlook 365.

Every day, we receive countless messages from colleagues, clients, and other contacts, making it difficult to track what’s important. One way to make managing your inbox easier is to colour-code emails based on specific criteria. It’s easier than you think.

Colour-Coding Emails

Create a Rule

The first step in colour-coding emails in Outlook is to create a rule. A rule is a set of conditions that Outlook uses to determine what to do with incoming messages.

To create a rule for colour-coding emails sent only to you, follow these steps:

1. Open Outlook and go to the "Home" tab.

Outlook Colour Coded How to Step 1

2. Click on the "Rules" button in the "Move" section of the ribbon.

3. Select "Create Rule" from the dropdown menu.

4. In the "Create Rule" dialogue box, select "Advanced Options."

5. In the "Rules Wizard" dialogue box, select "sent only to me" under the "Step 1: Select a condition" section.

6. Click "Next" to proceed to the "Step 2: Edit the rule description" section.

7. In this section, you can specify what you want Outlook to do with emails sent only to you. To colour-code these emails, select "Assign it to the category category." under the "Step 1: Select an action" section.

8. In the "Step 2: Edit the rule description" section, click on the category link.

9. Select the colour category you want to use or create a new one.

10. Click “Rename” and give your category a name

11. Click "OK" to close the dialogue box, then click "Next" to proceed.

12. In this section, you can specify what exceptions you want Outlook to apply to your rule, then click "Next" to proceed.

13. In the "Step 1: Specify a name for this rule" section, give your rule a name and click "Finish."

Test your Rule

Once you’ve created your rule, testing it to ensure it works correctly is crucial. To test your rule, ask a colleague or friend to send you an email only you will receive. If the email appears in your inbox with the selected colour, your rule works correctly.

Edit or Delete Your Rule

If your rule isn’t working as expected, you can always edit or delete it. To edit your rule, follow these steps:

1. Go back to the "Rules" button in the "Move" section of the ribbon.

2. Select "Manage Rules & Alerts," and then select the rule you want to edit.

3. To delete your rule, select the rule you want to delete and click on the "Delete" button.

In conclusion, colour-coding emails can be a valuable tool for managing your inbox in Outlook. By following the steps outlined in this blog post, you can easily create a rule to colour-code emails sent only to you. Remember to test your rule to ensure it works correctly and to edit or delete it as needed. With a little effort, you can take control of your inbox and ensure you never miss an important message again.

Get started with Microsoft Outlook 365

Check out Microsoft’s support page for more information on colour-coding emails in Outlook.

If you’re interested in more innovative ways to improve your productivity and streamline your Microsoft 365 workflow, contact Silicon Overdrive.

We provide comprehensive IT Managed Services, support and solutions with extensive expertise in traditional on-premise IT support and deployments, cloud solutions, security and compliance.

Ready to streamline your device management and enhance your security? Get in touch and experience the benefits of a modern workplace!

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