How To Change Color Of Unread Emails In Outlook

Highlighting unread emails in Outlook with a custom color ensures you never miss a message that requires your attention. If you’ve ever wondered how to change color of unread emails in Outlook, you’re in the right place. This guide walks you through the process step by step, covering Outlook for Microsoft 365, Outlook 2021, 2019, 2016, and even the web version. By the end, you’ll have a personalized inbox that makes unread messages pop.

Changing the color of unread emails in Outlook isn’t a built-in one-click setting. Instead, you use conditional formatting—a feature that applies rules to automatically format messages based on criteria like “unread.” This method works across most desktop versions of Outlook. Let’s break it down.

What Is Conditional Formatting In Outlook

Conditional formatting lets you change the font, color, and style of emails that meet specific conditions. For unread emails, you create a rule that targets messages with a “read” status of “No.” Outlook then applies your chosen format—like a bold blue font or a red background—to those messages.

This feature is available in Outlook for Windows (desktop) and Outlook for Mac. The web version and mobile apps have limited options, but we’ll cover workarounds later.

Step-By-Step Guide For Outlook Desktop (Windows)

Follow these steps to change the color of unread emails in Outlook on Windows. The process is similar for Outlook 2016, 2019, 2021, and Microsoft 365.

Open Outlook and go to the View tab. Click on “View Settings” in the Current View group.
Select “Conditional Formatting.” This opens a dialog box where you manage formatting rules.
Click “Add” to create a new rule. Name it something like “Unread Email Color.”
Click “Condition” to set the rule criteria. In the “Filter” dialog, go to the “Advanced” tab.
Define the unread condition. Under “Field,” choose “All Mail Fields” then “Read.” Under “Condition,” select “equals.” Under “Value,” type “No” (without quotes). Click “Add to List.”
Click “OK” to close the filter. Then click “Font” to choose your formatting.
Pick your color and style. In the Font dialog, select a color (e.g., blue, red, or green), and choose bold or italic if desired. Click “OK” twice.
Apply the rule. Click “OK” in the Conditional Formatting dialog. Your unread emails should now appear in the chosen color.

Tip: If you want to change the background color of unread emails, you’ll need to use a different approach—conditional formatting only changes font properties. For background color, consider using the “Color Categories” feature (see FAQ section).

How To Change Color Of Unread Emails In Outlook For Mac

Outlook for Mac also supports conditional formatting, but the steps differ slightly. Here’s how to do it.

Open Outlook for Mac and go to the “Organize” tab. Click on “Conditional Formatting.”
Click the “+” button to add a new rule. Name it “Unread Emails.”
Set the condition. Click “Condition” and choose “Read” from the dropdown. Set it to “equals” and type “No.”
Choose your formatting. Click “Font” and select a color and style. Click “OK.”
Apply the rule. Click “OK” again. Unread emails should update immediately.

Note: On Mac, you can also change the message list background color for unread items using a similar rule, but it’s less intuitive. Stick with font color for best results.

How To Change Color Of Unread Emails In Outlook Web (Outlook.com)

Outlook on the web (Outlook.com) doesn’t have conditional formatting. But you can use “Sweep” rules or “Quick Steps” to highlight unread emails indirectly. Here’s a workaround.

Use “Focused Inbox” to separate important emails. Unread messages in the Focused tab are already highlighted with a blue bar.
Create a rule to move unread emails to a folder. Then apply a color category to that folder’s messages. This isn’t automatic for unread status alone.
Use the “Filter” option. Click the filter icon in the inbox and select “Unread.” This shows only unread messages, but doesn’t change their color.

For a true color change on the web, you’d need a browser extension like “Better Outlook” or “Stylus” to inject custom CSS. That’s advanced and not recommended for most users.

How To Change Color Of Unread Emails In Outlook Mobile App

The Outlook mobile app (iOS and Android) doesn’t support custom colors for unread emails. However, you can use the “Filter” option to view only unread messages. Tap the filter icon (three lines) at the top of the inbox and select “Unread.”

If you really need color, consider switching to a third-party email client like Spark or Newton that offers more customization.

Troubleshooting Common Issues

Sometimes the color change doesn’t work as expected. Here are fixes for common problems.

Rule not applying: Make sure you’ve clicked “OK” in all dialogs. Also, check that the rule is at the top of the list in Conditional Formatting—rules are applied in order, and a later rule might override yours.
Color not showing: Ensure you selected a font color, not a background color. Conditional formatting only changes font properties.
Unread emails still default color: Verify the condition is set correctly: Field = “Read,” Condition = “equals,” Value = “No.” Some versions use “Yes” for read and “No” for unread.
Outlook crashes after adding rule: This is rare. Try restarting Outlook and re-adding the rule. If it persists, repair your Office installation.

Advanced Tips For Power Users

Once you master the basics, you can expand your conditional formatting to other conditions. For example, you can highlight emails from your boss in red, or flag messages with attachments in green. Here’s how.

Create multiple rules. In the Conditional Formatting dialog, add as many rules as you need. Name them clearly (e.g., “Boss Emails,” “Attachments”).
Set conditions for each. Use the “Advanced” tab to combine criteria. For boss emails, use “From” equals “boss@company.com.” For attachments, use “Has Attachments” equals “Yes.”
Order matters. Drag rules up or down to prioritize. The first rule in the list takes precedence.
Combine with categories. You can also assign color categories manually or via rules, then use conditional formatting to change the font based on category.

These advanced techniques let you build a color-coded inbox that saves time and reduces stress.

Why Change The Color Of Unread Emails

Customizing unread email color isn’t just about aesthetics. It’s a productivity hack. When unread messages stand out visually, you can scan your inbox faster and prioritize responses. Studies show that color coding reduces cognitive load and helps you focus on what matters.

For example, if you set unread emails to a bright blue, your eyes naturally gravitate to them. This is especially useful if you receive hundreds of emails daily. You no longer need to rely on the bold font alone—color adds another layer of distinction.

Frequently Asked Questions (FAQ)

Can I change the background color of unread emails in Outlook?

Conditional formatting only changes font color, not background. To change background, use “Color Categories.” Right-click an email, go to “Categorize,” and assign a color. This applies a colored bar or background, depending on your view settings.

How to change color of unread emails in Outlook 2010?

The process is identical to newer versions. Go to View > View Settings > Conditional Formatting. Add a rule with condition “Read equals No” and choose your font color. Outlook 2010 supports this feature fully.

Does changing unread email color affect all folders?

Yes, conditional formatting applies to the current view (usually the inbox). If you want it in other folders, you need to apply the same rule to each folder’s view settings separately.

Can I use multiple colors for different conditions?

Absolutely. Add multiple rules in Conditional Formatting. For example, one rule for unread emails (blue), another for flagged emails (red). Just ensure the conditions don’t conflict.

How to reset unread email color to default?

Go back to View > View Settings > Conditional Formatting. Select the rule you created and click “Delete.” The default bold font for unread emails will return.

Final Thoughts

Knowing how to change color of unread emails in Outlook is a simple but powerful skill. It takes just a few minutes to set up, and the payoff is a cleaner, more efficient inbox. Whether you use Outlook on Windows, Mac, or the web, you now have the tools to make unread messages impossible to ignore.

Try it today. Open Outlook, follow the steps, and pick a color that works for you. You’ll wonder why you didn’t do it sooner. And if you run into issues, refer back to the troubleshooting section or the FAQ. Happy emailing!