Changing the unread email color in Outlook helps you quickly spot new messages in a busy inbox. If you are wondering how to change unread email color in outlook, you have come to the right place. This guide walks you through every method, from simple settings to advanced conditional formatting. You will learn to customize your inbox so unread messages stand out immediately.
Outlook does not offer a one-click button for this task. But dont worry—the process is straightforward once you know where to look. Whether you use Outlook 365, 2021, 2019, or the web version, we cover all platforms.
By the end of this article, you will have a color-coded inbox that saves you time and reduces email fatigue. Let us begin with the most common method.
How To Change Unread Email Color In Outlook Using Conditional Formatting
Conditional formatting is the official way to change unread email colors in Outlook. It applies rules based on conditions like “unread” status. Follow these steps carefully.
Step 1: Open Conditional Formatting Settings
First, open Outlook on your desktop. Go to the View tab in the ribbon at the top. Look for the View Settings button—it is usually on the left side. Click it.
A dialog box named “Advanced View Settings” appears. Here, click Conditional Formatting. This opens a window where you can add new rules.
Step 2: Add A New Rule For Unread Emails
In the Conditional Formatting window, click Add. A new rule appears in the list. Name it something clear like “Unread Emails Color.” Then click Condition to define when this rule applies.
Under the Filter tab, go to the More Choices section. Check the box that says Only items that are. From the dropdown, select Unread. Click OK to save this condition.
Step 3: Choose Your Color
Back in the Conditional Formatting window, click Font. A font dialog box opens. Here, you can change the font color, style, size, and even add effects like bold or italic.
Pick a color that contrasts well with your inbox background. For example, dark blue or red works great. Click OK twice to apply the rule. Your unread emails should now appear in your chosen color.
If the color does not change right away, try restarting Outlook or refreshing your inbox. Sometimes the rule needs a moment to take effect.
Alternative Method: Using Quick Steps For Color Coding
Conditional formatting is the best approach, but Quick Steps offer a faster workaround. This method works well if you only need to highlight new emails as they arrive.
Step 1: Create A New Quick Step
Go to the Home tab. In the Quick Steps group, click the small arrow in the bottom-right corner. Then select New Quick Step and choose Custom.
Name your Quick Step “Color Unread.” In the actions section, click Add Action. From the dropdown, select Format Message. This lets you change the font color of the selected email.
Step 2: Assign A Keyboard Shortcut
In the same dialog, you can assign a shortcut key. Click the Shortcut key field and press a combination like Ctrl+Shift+1. This makes applying the color even faster.
Click Finish. Now, when you select an unread email and press your shortcut, the font color changes. However, this method only works one email at a time—not for all unread messages automatically.
Changing Unread Email Color In Outlook Web App (OWA)
Outlook on the web does not support conditional formatting directly. But you can still use a workaround with categories. Here is how.
Step 1: Create A Category For Unread Emails
In Outlook web, right-click any email. Choose Categorize then All Categories. Click New Category and name it “Unread.” Pick a bright color like orange or green.
Step 2: Manually Apply The Category
This step is manual. Each time you receive an unread email, right-click it and assign the “Unread” category. The category color appears as a bar on the left side of the message.
This is not ideal for bulk changes, but it works for a small number of emails. For a more automated solution, stick with the desktop version.
Using Rules To Change Unread Email Color In Outlook
Rules are another powerful tool. They can automatically format emails based on conditions like sender or subject. But they cannot directly change the font color of unread messages. Instead, you can combine rules with conditional formatting.
Step 1: Create A Rule For Unread Emails
Go to the File tab and click Manage Rules & Alerts. Click New Rule. Select Apply rule on messages I receive. In step 2, check where my name is in the To box. Click Next.
In the conditions list, check which is unread. Then click Next again. In the actions list, choose assign it to a category. Pick a category with a bright color. Finish the rule.
Step 2: Link The Rule To Conditional Formatting
Now, go back to conditional formatting (View > View Settings > Conditional Formatting). Add a new rule. Under Condition, choose Advanced. In the SQL query field, type: "urn:schemas:httpmail:read" = 0. This targets unread items.
Set the font color as before. This combination ensures all unread emails get your chosen color automatically.
How To Change Unread Email Color In Outlook For Mac
Outlook for Mac works slightly differently. Here is how to do it on macOS.
Step 1: Open Preferences
Launch Outlook for Mac. Click Outlook in the menu bar and select Preferences. Under Email, click Fonts.
Step 2: Change Unread Message Font
In the Fonts window, look for Unread message font. Click the dropdown and choose a new color. You can also change the font style and size. Click OK to save.
This method is simpler than the Windows version. It directly changes the font color for all unread messages without conditional formatting.
Customizing Unread Email Color In Outlook 2016 And 2019
The steps for Outlook 2016 and 2019 are identical to the 365 version. However, the interface may look slightly different. Here is a quick recap.
- Go to View > View Settings > Conditional Formatting.
- Add a new rule and name it.
- Set condition to “Unread” under More Choices.
- Choose font color and apply.
If you cannot find the Conditional Formatting option, make sure you are using the desktop app, not the web version.
Resetting Unread Email Color To Default
If you want to undo your changes, simply delete the conditional formatting rule. Go back to View > View Settings > Conditional Formatting. Select your custom rule and click Delete. Click OK to restore the default color.
For Outlook for Mac, go back to Fonts preferences and set the unread message font to “Automatic” or your preferred default.
Common Issues And Fixes
Sometimes the color change does not work as expected. Here are common problems and solutions.
Issue 1: Color Not Applying To All Unread Emails
Make sure your conditional formatting rule is at the top of the list. Rules are applied in order. Drag your rule to the top if needed.
Issue 2: Color Changes After Reading An Email
This is normal. Conditional formatting only applies to unread emails. Once you mark an email as read, the color reverts to default. To keep the color, create a separate rule for read emails.
Issue 3: Conditional Formatting Greyed Out
This happens when you are using a non-standard view. Switch to a default view like “Compact” or “Single” before accessing conditional formatting.
Advanced Tips For Color Coding Your Inbox
Once you master the basics, you can take it further. Use multiple conditional formatting rules to color-code emails by sender, subject, or importance. For example, highlight emails from your boss in red and unread emails in blue.
You can also combine font color with background color. In the Font dialog, click Fill to add a background highlight. This makes unread emails even more visible.
Why Change Unread Email Color In Outlook?
A color-coded inbox reduces visual clutter. It helps you prioritize messages without reading every subject line. Studies show that color increases scanning speed by up to 80%. For busy professionals, this is a game-changer.
Additionally, it reduces the risk of missing important emails. When unread messages pop in a distinct color, your eyes naturally gravitate toward them.
Frequently Asked Questions
Can I change unread email color in Outlook without conditional formatting?
Yes, you can use Quick Steps or categories, but these methods are manual. Conditional formatting is the only automated way.
Does changing unread email color affect other users?
No, the change is local to your Outlook client. Other users will not see your custom colors.
How do I change unread email color in Outlook 365?
Follow the conditional formatting steps above. Outlook 365 uses the same process as Outlook 2019 and 2021.
Can I use multiple colors for different unread conditions?
Yes, create separate conditional formatting rules for each condition. For example, unread from boss in red, unread from team in blue.
Why is my conditional formatting rule not working?
Check that the rule is enabled and at the top of the list. Also ensure you selected “Unread” under More Choices, not “Read.”
Final Thoughts On How To Change Unread Email Color In Outlook
Now you know exactly how to change unread email color in outlook. The process is simple once you find the right settings. Start with conditional formatting for the best results. If you use Outlook on Mac, the Fonts preference is even easier.
Remember to test your rule after applying it. If the color does not show, refresh your inbox or restart Outlook. With a few clicks, your inbox becomes more organized and efficient.
Take a moment to set this up today. Your future self will thank you every time you spot a new email instantly.