Get Started Today!  (415) 295-4898

croom new

415 IT Blog

Tip of the Week: Highlighting Messages in Outlook

Tip of the Week: Highlighting Messages in Outlook

Like any email platform, Microsoft Outlook can easily become overwhelmed with messages and conversations—effectively making it counterproductive rather than an asset to you and your team. Let’s take a few moments to go over a simple way that you can use Outlook’s internal tools to make your messages easier to deal with.

Examining the Email Issue

We’ve all been there: staring down an inbox filled to bursting with messages. Mixed with the important ones are promotional messages, internal messages that you don’t need to know about right now, and all the ones that you’ve kept for future reference. This can make it very difficult to keep track of where to find these messages and the like.

Fortunately, Outlook has a feature that enables a user to automatically highlight certain messages based on certain conditions. That way, when scanning your inbox messages, they’ll stand out and be easier to find.

How to Highlight Messages

So, you have a message that you need to pay attention to. For the sake of our example, we’ll say it’s from your direct manager, the person you regularly report to.

  • In Outlook, locate the View menu at the top of the window. Doing so will give you access to your View Settings. Click into them.

  • From there, click into the Conditional Formatting option. You’ll see a list of preloaded options included with Outlook, along with buttons that say Add, Delete…, Move Up, and Move Down. Click Add.

  • You’ll see a new rule added to the list of options called Untitled. Rename it to whatever works for your purposes.

    For this example, we’ll call it Manager.

  • Click the button that says Condition… to establish when this rule comes into play. This can be based on a variety of options: whether a word or phrase is included in specific parts of the message, who it is from, the time it was sent, and even whether the message was directed to you specifically or to a larger group of recipients. Some of these can be disabled by unchecking the appropriate box or leaving the field blank.

    Let’s stick to simply specifying that these messages are ones sent directly to you, from your manager.

  • You’ll be brought back to your list of rules in Conditional Formatting. With your Manager rule still selected, click the Font button.

  • There, you can adjust the way messages that meet your conditions will appear in your inbox. You can change the font, the font style, its size, add strikeout or underline effects, and even change its color. In this example, we’ll simply say that the messages should be highlighted in red.

  • Click OK once you’re satisfied, continuing to do so until all the dialogue boxes are resolved.

You should then see your changes reflected in your inbox. In our case, any messages coming from your manager should appear red in your inbox list, making them much easier to see. Rinse and repeat for any other messages you want to be able to pick out quickly from the group, and your emails should be far more manageable.

Don’t forget to subscribe to our blog for a reminder whenever we’ve posted something new, and for any more assistance with your business’ IT, reach out to 415 IT at (415) 295-4898!

Does Your Organization Have Enough Bandwidth?
The Power Button is Capable of More Than On/Off
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Sunday, April 18 2021

Captcha Image

By accepting you will be accessing a service provided by a third-party external to https://web.415it.com/

Mobile? Grab this Article

QR Code

Tag Cloud

Security Tip of the Week Technology Productivity Best Practices Business Computing IT Support Data Data Backup Network Security Privacy Cloud Hosted Solutions Internet IT Services Data Recovery Software Email Efficiency Business Managed IT Services Mobile Device User Tips Google Innovation Small Business Phishing Hardware Malware Hackers Collaboration Outsourced IT Cybersecurity Communication Cloud Computing Business Management Workplace Tips Android Upgrade Smartphone Managed Service Computer Tech Term Backup Mobile Devices Quick Tips Microsoft VoIp Windows 10 Business Continuity Disaster Recovery Smartphones Covid-19 Ransomware Paperless Office Saving Money Communications Passwords Managed Service Provider Users Remote Work Encryption Browser Network Internet of Things Data Management Artificial Intelligence Wi-Fi Office 365 Server BDR Business Technology Help Desk Social Media Remote Monitoring Managed IT Compliance Save Money Healthcare Microsoft Office Windows Windows 7 Holiday Document Management Government Vulnerability Scam Automation Facebook Miscellaneous Laptops Applications Blockchain Managed IT services Managed Services Data Security Chrome Remote Virtualization Processor Redundancy BYOD Office Infrastructure Mobile Office Machine Learning Tip of the week Employer-Employee Relationship Health Wireless Vendor Management Gadgets Avoiding Downtime Analytics Information Project Management Antivirus Bandwidth Meetings Two-factor Authentication Hard Drive Maintenance VPN Time Management Networking Storage Router HIPAA Employee-Employer Relationship Files Access Control Software as a Service Net Neutrality Mobility Virtual Private Network Information Technology OneDrive Training Website Apps IT Management Company Culture RMM WiFi Customer Relationship Management IoT Proactive Data Loss Regulations Unified Communications File Sharing Remote Worker Remote Monitoring and Management Data Storage Spam Financial Operating System Images 101 File Management Gmail Social Network The Internet of Things Cooperation Utility Computing Employees Risk Management Bring Your Own Device Electronic Health Records Search Instant Messaging Unified Threat Management Payment Cards Money Consulting Downtime Voice over Internet Protocol Remote Computing Display Customer Service Mobile Managed Services Provider Holidays Tablet Server Management Dark Web Augmented Reality Recycling Remote Workers Professional Services Co-Managed IT Internet Exlporer Smart Technology Word Computing Patch Management Data Breach Vendor Assessment Network Management Big Data Password Smart Devices Flexibility Management Monitoring Consultation Alert Free Resource Mobile Security CIO applications Biometric Distributed Denial of Service Mirgation OneNote Permission Legislation Reviews Mobile Computing IT Assessment Specifications Wearable Technology Star Wars Authorization Touchscreen Hacking Employer/Employee Relationships Apple Technology Laws Enterprise Content Management Features Windows Server App Politics Hard Disk Drives Outlook Sensors Disaster Resistance Budget Operations Identity Theft Enterprise Resource Planning Database Emergency Multi-Factor Security Credit Cards Digital Payment Hotspot Heating/Cooling Gamification Managed IT Service Cache How To Test Notes Printer End of Support Geography Private Cloud Digitize Black Friday WPA3 Trending Proactive Maintenance Solid State Drive Unified Threat Management CRM Social Networking Procurement User Management Screen Reader Statistics Solid State Drives Shortcut Proactive IT Identity Projects Computers Mouse Customer Relationships Language Servers Value of Managed Services Break Fix PowerPoint Windows Server 2008 Gifts Modem High-Speed Internet Bookmarks ROI Shadow IT Cyber Monday Staff Tech Support Fleet Tracking Zero-Day Threat Cybercrime Cyber security Content Filtering Permissions G Suite Cyberattacks Social Teamwork Lenovo Smart Tech Bluetooth Options Telephone IT Consulting Microsoft Excel Mobile Device Management Recovery Return on Investment Samsung Innovations Computing Infrastructure Outsource IT SharePoint Hacker Development Favorites Superfish Outsourcing IT Technicians Cost Management Asset Tracking Backup and Disaster Recovery Database Management Mail Merge User Error Google Calendar Fraud Motherboard Chromebook Read Only Security Cameras Shared resources Going Green Alerts Connectivity MSP Finance 5G Mobile VoIP Peripheral Point of Sale Tech Terms Settings Personal Information IT Conferencing Websites Manufacturing Laptop Virtual Reality Migration eWaste Virtual Assistant Bitcoin Downloads Optimization Travel CES Cookies Cables Batteries Video Conferencing Firewall Human Error GDPR Address Banking Vulnerabilities Printing Business Telephone Comparison Licensing Authentication Wireless Internet PCI DSS Managing Stress E-Commerce Theft Transportation Active Directory SaaS Techology Remote Working Data Warehousing Chatbots Electronic Medical Records Wasting Time Current Events Virtual Machines Technology Tips Nanotechnology Wires Media Education CEO Students Regulation Daniel Stevens Marketing YouTube Twitter Printers Videos

Latest Blog

I hope I don’t have to tell you how important your business’ data is to its continued survival, just as I hope I don’t need to explain why this makes this data a priority to protect, regardless of your business’ size. What I do want to explain is the concept of the 3-2-1 Rul...

Latest News

We are proud to announce that 415 IT and our CEO, Daniel Stevens, were recently featured by CIO Applications. We discussed how and why we serve our clients, as well as some sneak peeks for our future. Read our interview by visiting:  https:...