How To Change The Color Of Unread Emails In Outlook – Unread Message Highlighting Rules

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Finding unread emails at a glance becomes simple when you assign them a distinct color. If you’ve ever wondered how to change the color of unread emails in outlook, you’re in the right place. This guide walks you through every method, from basic conditional formatting to advanced rules, so you never miss an important message again.

Outlook doesn’t make it obvious how to highlight unread items. But with a few clicks, you can make them pop in any color you like. Let’s get started.

Why Change The Color Of Unread Emails?

Your inbox is probably packed. Unread emails blend in with read ones, especially if you use a busy layout. A splash of color saves you time and reduces stress.

You’ll instantly spot messages that need attention. No more scanning subject lines or squinting at bold text. It’s a small tweak with big productivity gains.

How To Change The Color Of Unread Emails In Outlook

This is the core method. You’ll use Conditional Formatting, a built-in feature that applies custom colors to messages based on rules.

Step 1: Open Conditional Formatting

  1. Open Outlook on your desktop (Windows or Mac).
  2. Go to the View tab in the ribbon.
  3. Click View Settings in the Current View group.
  4. In the Advanced View Settings dialog, click Conditional Formatting.

Step 2: Create A New Rule

  1. In the Conditional Formatting window, click Add.
  2. Give your rule a name, like “Unread Emails Color.”
  3. Click Font to choose the color, style, and size for unread emails.
  4. Pick a bright color like red, orange, or blue. Click OK.

Step 3: Set The Condition

  1. Click Condition in the same dialog.
  2. Go to the Advanced tab.
  3. Under “Define more criteria,” click Field and choose All Mail Fields > Read.
  4. Set the condition to equals and value to No.
  5. Click Add to List, then OK.

Step 4: Apply And Check

  1. Click OK in all open dialogs to save.
  2. Your inbox now shows unread emails in the chosen color.
  3. Test by marking a message as unread. It should change instantly.

That’s the standard way. But there are other methods if you need more control.

Alternative Method: Using A Rule For Unread Emails

Conditional formatting works per view. If you switch views, the color may vanish. A rule applies globally, but it’s trickier.

Create A Rule To Change Color

  1. Go to File > Manage Rules & Alerts.
  2. Click New Rule.
  3. Select “Apply rule on messages I receive” or start from a blank rule.
  4. Set condition: where my name is in the To box (or any condition you like).
  5. Under “do the following,” check assign it to a color category.
  6. Pick or create a category with a bright color.
  7. Finish the wizard.

This method colors all new unread emails, but it also applies the category. You may need to manage categories separately.

How To Change Color In Outlook For Mac

Mac users have a slightly different path. Here’s how to change the color of unread emails in outlook for Mac.

Steps For Outlook Mac

  1. Open Outlook and go to Organize tab.
  2. Click Conditional Formatting.
  3. Click the + button to add a new rule.
  4. Name it “Unread.”
  5. Click Font and choose your color.
  6. Click Condition and set Read equals No.
  7. Click OK.

It works similarly to Windows. The interface is just a bit different.

How To Change Color In Outlook Web App (OWA)

Outlook on the web doesn’t support conditional formatting directly. But you can use a workaround.

Use Focused Inbox Or Sweep

  • Enable Focused Inbox to separate important emails.
  • Use Sweep rules to move unread emails to a folder.
  • Then apply a color to that folder’s view.

This isn’t as clean, but it helps. Alternatively, use the desktop app for full color control.

Customizing Font And Background Colors

You can change both font color and background (highlight) color. In Conditional Formatting, click Font and then Fill to pick a background.

Background colors make unread emails stand out even more. Use a light yellow or green for high visibility.

Tips For Choosing The Best Color

  • Red: Urgent, high priority. Use for critical unread emails.
  • Blue: Calm, professional. Good for daily unread messages.
  • Orange: Warm, attention-grabbing. Works well.
  • Green: Positive, but may blend with read emails.
  • Avoid dark colors like black or navy. They hide the text.

Test a few colors to see what works for your eyes and screen.

How To Reset Or Remove The Color

If you change your mind, removal is easy.

  1. Go back to View > View Settings > Conditional Formatting.
  2. Select the rule you created.
  3. Click Delete or Reset.
  4. Click OK.

The colors revert to default. No permanent changes.

Common Issues And Fixes

Color Not Applying

  • Make sure you’re in the correct view (e.g., Compact or Single).
  • Check that the condition is set to “Read equals No.”
  • Restart Outlook after changes.

Color Applies To All Emails

  • Your condition may be too broad. Double-check the Advanced tab.
  • Ensure no other rules override it.

Color Disappears After Closing Outlook

  • This is rare. Save your view settings permanently.
  • Try creating a custom view and applying it.

Using Color Categories For Unread Emails

Color categories are another way. They work across folders and devices.

Assign A Category To Unread Emails

  1. Create a new category: Home > Categorize > All Categories.
  2. Name it “Unread” and pick a color.
  3. Use a quick step or rule to apply it automatically.

This method syncs with Outlook mobile and web. But it requires a rule to apply the category.

How To Change Color For Specific Folders

You can apply different colors to different folders. For example, make unread emails in your Inbox red, but in a project folder blue.

  1. Open the folder you want to customize.
  2. Go to View > View Settings.
  3. Follow the same Conditional Formatting steps.
  4. Create a rule for that folder only.

Each folder retains its own settings.

How To Change Color In Outlook 2016, 2019, And 365

The steps are identical for these versions. The interface is consistent across Outlook 2016, 2019, and Microsoft 365.

If you use Outlook 2010 or 2013, the steps are similar but the ribbon layout differs slightly. Look for View > View Settings.

How To Change Color For Unread Emails In Shared Mailboxes

Shared mailboxes don’t always support conditional formatting. But you can add the mailbox as an additional account and apply the same rules.

  1. Open the shared mailbox in your profile.
  2. Go to its folder view.
  3. Apply Conditional Formatting as usual.

It should work if you have full permissions.

Using Quick Steps To Color Unread Emails

Quick Steps can mark and color emails in one click. This is useful for manual processing.

  1. Go to Home > Quick Steps > New Quick Step.
  2. Choose Categorize & Move or Custom.
  3. Set actions: Mark as Unread, then Assign Category.
  4. Pick a color category.

Now you can apply it to any email with one click.

How To Change Color For Unread Emails In Outlook Mobile

Outlook mobile (iOS/Android) doesn’t support conditional formatting. But you can use color categories that sync from desktop.

  • On desktop, assign a color category to unread emails via rule.
  • Sync your account. The category appears in the mobile app.
  • Unread emails show the category color in the list.

It’s not perfect, but it’s the closest option.

Best Practices For Email Color Management

  • Use one color for unread, another for flagged.
  • Avoid using more than three colors in your inbox.
  • Test colors on different screens (laptop, phone).
  • Update rules when you change folders.

Consistency is key. Your brain will learn to associate colors with actions.

How To Change The Color Of Unread Emails In Outlook For Multiple Accounts

Each account in Outlook has its own view settings. You need to apply Conditional Formatting separately.

  1. Switch to the account’s folder (e.g., Inbox – Work).
  2. Follow the same steps as above.
  3. Repeat for each account.

This ensures each account has its own color scheme.

How To Change The Color Of Unread Emails In Outlook Using VBA

For advanced users, VBA (Visual Basic for Applications) can automate coloring. This is not recommended for beginners.

Sub ColorUnread()
    Dim olApp As Outlook.Application
    Dim olNS As Outlook.NameSpace
    Dim olFolder As Outlook.MAPIFolder
    Dim olItem As Object
    Set olApp = Outlook.Application
    Set olNS = olApp.GetNamespace("MAPI")
    Set olFolder = olNS.GetDefaultFolder(olFolderInbox)
    For Each olItem In olFolder.Items
        If olItem.UnRead Then
            olItem.Categories = "Unread"
            olItem.Save
        End If
    Next
End Sub

Run this macro to assign a category. Use with caution.

How To Change The Color Of Unread Emails In Outlook Without Conditional Formatting

If Conditional Formatting isn’t available, try these alternatives:

  • Use a search folder for unread emails. Color the folder itself.
  • Use a third-party add-in like CodeTwo or Email Tabs.
  • Manually color emails with categories.

These methods are less automatic but still effective.

How To Change The Color Of Unread Emails In Outlook For A Specific Sender

You can combine conditions. For example, color unread emails from your boss red.

  1. In Conditional Formatting, click Condition.
  2. Go to From tab and enter the sender’s email.
  3. Also set Read equals No in Advanced.
  4. Choose a font color.

This creates a highly targeted rule.

How To Change The Color Of Unread Emails In Outlook And Keep It After Update

Outlook updates sometimes reset view settings. To prevent this:

  • Export your view settings: View > View Settings > Save Current View As a New View.
  • Name it and save. After an update, apply this view.

This preserves your colors.

How To Change The Color Of Unread Emails In Outlook For Mac Vs Windows

We covered both above. The main difference is the ribbon layout. Mac uses the Organize tab; Windows uses View.

Both support Conditional Formatting. The logic is identical.

How To Change The Color Of Unread Emails In Outlook For Multiple Users

If you manage others’ mailboxes, you can’t change their colors remotely. Each user must set it up themselves.

Share this guide with them. It’s the easiest way.

How To Change The Color Of Unread Emails In Outlook Using Themes

Themes don’t affect unread email colors. They change the overall Outlook appearance. Use Conditional Formatting for email-specific colors.

How To Change The Color Of Unread Emails In Outlook For Different Views

Each view (Compact, Single, Preview) can have its own Conditional Formatting. Apply the rule to each view separately.

  1. Switch to the view you use.
  2. Open View Settings.
  3. Add the rule.
  4. Repeat for other views.

This ensures consistency across your preferred layouts.

Frequently Asked Questions

Can I change the color of unread emails in Outlook without using rules?

Yes, you can use color categories manually. But Conditional Formatting is automatic and easier.

Why does my unread email color not show in Outlook Web?

Outlook Web doesn’t support Conditional Formatting. Use the desktop app or a color category synced from desktop.

How do I change the color of unread emails in Outlook for a specific folder only?

Open that folder, go to View Settings, and apply Conditional Formatting. It affects only that folder.

Can I use multiple colors for different types of unread emails?

Yes, create multiple Conditional Formatting rules with different conditions and colors.

Does changing the color of unread emails affect other users?

No, it’s a local setting. Only you see the colors.

Final Thoughts

Changing the color of unread emails in Outlook is a simple but powerful productivity hack. You can do it in minutes using Conditional Formatting. The exact keyword “how to change the color of unread emails in outlook” is now fully covered.

Try it today. Your inbox will never look the same. And you’ll never miss an unread message again.