How To Highlight On Outlook Email

Message highlighting in Outlook draws attention to important sections of your correspondence. Knowing how to highlight on outlook email can save you time and make your messages stand out. This guide walks you through every method step by step.

Highlighting text in Outlook emails is a simple way to emphasize key points. Whether you use the desktop app, web version, or mobile, the process is straightforward. Let’s get started.

Why Highlighting Matters In Outlook Emails

Highlighting helps your reader spot critical information fast. It reduces back-and-forth questions and clarifies your message. Busy professionals rely on highlights to prioritize actions.

When you highlight, you create visual cues. These cues guide the reader’s eye to deadlines, action items, or important data. It’s a small step that boosts communication efficiency.

This section covers the core methods for highlighting text. Follow these steps to apply highlights in different Outlook versions.

Using The Highlight Button In Outlook Desktop

Open Outlook on your computer.
Create a new email or reply to an existing one.
Select the text you want to highlight.
Go to the Format Text tab in the ribbon.
Click the Text Highlight Color button (looks like a marker pen).
Choose a color from the dropdown menu.
The selected text will appear highlighted.

If you don’t see the highlight button, check your ribbon customization. You can add it by right-clicking the ribbon and selecting Customize Ribbon.

Highlighting In Outlook Web App

Log into Outlook on the web (outlook.com or your work portal).
Start a new message or reply.
Select the text you want to highlight.
Click the … (more options) icon in the formatting toolbar.
Choose Highlight from the menu.
Pick a color from the palette.

The web version has fewer color options than desktop. But it works well for basic highlighting needs.

Highlighting In Outlook Mobile App

Open the Outlook app on your phone or tablet.
Tap to compose a new email or reply.
Select the text by long-pressing and dragging the handles.
Tap the Format icon (usually an “A” with a pencil).
Select Highlight from the formatting options.
Choose a color.

Mobile highlighting is limited but functional. Use it for quick emphasis on the go.

Advanced Highlighting Techniques

Beyond basic text selection, there are smarter ways to use highlights. These methods save time and improve consistency.

Keyboard Shortcuts For Highlighting

Outlook doesn’t have a default shortcut for highlighting. But you can create one. Go to File > Options > Customize Ribbon. Then click Keyboard Shortcuts: Customize. Find the highlight command and assign a key combination like Alt+H.

Once set, you can highlight text with a single keystroke. This speeds up your workflow considerably.

Using Conditional Formatting For Automatic Highlights

Conditional formatting applies highlights based on rules. For example, highlight all emails from your boss in yellow. Here’s how:

Go to View > View Settings.
Click Conditional Formatting.
Click Add to create a new rule.
Name your rule (e.g., “Boss Emails”).
Click Condition and set criteria (e.g., From = boss@company.com).
Click Font and choose a highlight color.
Click OK to save.

This method highlights entire messages in your inbox, not just text. It’s great for visual sorting.

Highlighting With Quick Parts

Quick Parts lets you save highlighted text as reusable blocks. Create a standard highlight for common phrases like “Action Required.”

Select the highlighted text in an email.
Go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
Name it and click OK.
To use it, type the name and press F3.

This is perfect for teams who use consistent highlight colors for different priorities.

Common Highlighting Problems And Fixes

Sometimes highlighting doesn’t work as expected. Here are solutions to frequent issues.

Highlight Button Is Grayed Out

This happens when you’re in plain text mode. Switch to HTML format:

Go to Format Text tab.
Click HTML in the format group.
The highlight button should become active.

Highlight Color Not Showing In Received Emails

Recipients may not see your highlights if they use a different email client. Plain text emails strip all formatting. Always send in HTML format for best results.

Highlight Disappears After Sending

This usually happens with older Outlook versions or when replying in plain text. Ensure you’re using HTML format and that the recipient’s client supports it.

Best Practices For Highlighting In Emails

Use highlights sparingly to maintain impact. Over-highlighting defeats the purpose. Follow these guidelines:

Highlight only key phrases, not entire paragraphs.
Use one color per email to avoid confusion.
Combine highlights with bold or italics for extra emphasis.
Avoid using red for highlights unless it’s urgent.
Test your email by previewing it before sending.

Remember that some recipients may have visual impairments. Use high-contrast colors and avoid light yellow on white backgrounds.

Highlighting On Different Outlook Versions

Outlook varies across platforms. Here’s a quick comparison.

Outlook 2016 And 2019

These versions have the full highlight feature. You get 15 color options. The button is in the Format Text tab. Works the same as Outlook 365.

Outlook For Mac

Mac version has a highlight button in the Format menu. Select text, then click Format > Font > Highlight. Color choices are limited to 5.

Outlook On The Web (OWA)

Web version offers basic highlighting. Click the three dots in the toolbar. Then select Highlight. Only 4 color options available.

Outlook Mobile (IOS And Android)

Mobile app supports highlighting but with fewer features. Tap the format icon after selecting text. Choose from 6 colors. No keyboard shortcuts available.

Using Highlights With Other Formatting Tools

Combine highlights with other tools for maximum clarity.

Highlight Plus Bold

Bold text within a highlight draws even more attention. Use this for critical deadlines or warnings.

Highlight Plus Font Color

Change the font color inside a highlight for contrast. Dark text on light highlight works best. Avoid light text on light highlight.

Highlight Plus Strikethrough

Use strikethrough on highlighted text to show completed tasks. This is useful for project updates.

Automating Highlights With Rules

Outlook rules can automatically highlight incoming emails. This saves manual effort.

Go to File > Manage Rules & Alerts.
Click New Rule.
Choose a template like “Apply rule on messages I receive.”
Set conditions (e.g., from a specific sender).
Select “apply a color category” as the action.
Choose a highlight color from the list.
Finish the rule.

Now emails matching the rule will have a colored category bar. This works like highlighting but for entire messages.

Highlighting In Shared Mailboxes

If you use a shared mailbox, highlights work the same way. However, conditional formatting rules apply only to your view. Other users won’t see your highlights unless you use categories.

For team collaboration, use color categories instead of text highlights. Categories sync across users in Exchange environments.

Exporting Highlighted Emails

When you export emails to PDF or other formats, highlights may not transfer. Test your export before sending. Use screenshots if you need to preserve highlights.

To export with highlights:

Save the email as HTML file.
Open in browser and print to PDF.
Check that highlights appear in the PDF.

Some PDF converters strip formatting. Use dedicated tools like Adobe Acrobat for best results.

Highlighting In Email Templates

Create templates with pre-highlighted sections. This ensures consistency across your team.

Compose an email with highlights.
Go to File > Save As.
Choose Outlook Template (*.oft).
Name it and save.
To use, go to New Items > More Items > Choose Form.
Select your template.

Templates save time and reduce errors. They’re ideal for recurring reports or status updates.

Security Considerations With Highlights

Highlights are visual only. They don’t affect email security. However, be cautious when highlighting sensitive information. Highlights can draw unwanted attention if the email is forwarded.

Use encryption for emails containing highlighted confidential data. Outlook supports S/MIME and Office 365 Message Encryption.

Troubleshooting Highlight Issues

If highlights stop working, try these fixes:

Restart Outlook.
Repair Office installation via Control Panel.
Update Outlook to the latest version.
Check for add-ins that might conflict.
Reset the formatting toolbar to default.

Most issues resolve with a simple restart. Persistent problems may require IT support.

Frequently Asked Questions

Can I highlight text in Outlook without using the mouse?

Yes, use keyboard shortcuts. Assign a custom shortcut in Outlook options. Then select text with Shift+Arrow keys and press your shortcut.

Why is my highlight not showing in the recipient’s email?

Recipients using plain text mode won’t see highlights. Also, some mobile email apps strip formatting. Send a test email to check.

How do I remove highlighting from text in Outlook?

Select the highlighted text. Go to the highlight button and choose No Color. Or press Ctrl+Spacebar to clear all formatting.

Can I use multiple highlight colors in one email?

Yes, but use them sparingly. Assign meaning to each color, like yellow for tasks and green for approvals. Too many colors confuse readers.

Does highlighting work in Outlook for Mac?

Yes, but with fewer options. Go to Format > Font > Highlight. You get 5 color choices. The feature is less robust than Windows version.

Final Tips For Effective Highlighting

Practice makes perfect. Start with simple highlights and gradually use advanced features. Remember that the goal is clarity, not decoration.

Test your highlighted emails on different devices. What looks good on your screen may appear differently on a phone. Always preview before sending.

Share highlighting conventions with your team. Consistent use improves communication. Create a simple guide for your organization.

Highlighting is a powerful tool when used correctly. It transforms cluttered emails into clear, actionable messages. Master these techniques to become a more effective communicator.