Organize Messages

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Organize Messages

Organize Messages

One of the ways to organize your messages in Outlook is to apply colors to message fonts; you first create color categories and then assign them to messages. You can choose from some default categories, such as unread mail, or set the formatting yourself.

To organize your messages by applying a colored font to unread messages in your Inbox:

  1. In your Inbox, from the Ribbon, select the VIEW tab.
  2. In the Current View group, select View Settings. View Settings
  3. In the Advanced View Settings dialog box, select Conditional Formatting. Conditional Formatting
  4. In the Conditional Formatting dialog box, select Unread messages. Unread Messages Option
  5. Select Font. Font Option
  6. In the Font dialog box, select a color for the email font from the Color drop-down list. Color Drop-Down List
  7. Click OK. OK
  8. In the Conditional Formatting dialog box, click OK. Conditional Formatting Dialog Box
  9. In the Advanced View Settings dialog box, click OK. Advanced View Settings Dialog Box
  10. Your Inbox will now display unread messages in the font color you selected, making them stand out. Messages in Color

More Ways to Organize Your Messages

One way to organize messages is to mark them read or unread. To do this, right-click the message in your Inbox and select Mark as Unread (if it has been read) or Mark as Read (if it is unread).

Mark as Read Option

To flag a message for follow-up, right-click it and select Follow Up and then select Flag Message.

Flag Message Option

You can ignore a message; that message and all future messages will be moved to the Trash folder.

To ignore a message, right-click it, select Ignore, and then click Ignore Conversation to confirm.

Ignore Conversation Option

Apply Categories

You can use categories with messages as a way to organize them.

To apply categories:

  1. Select the message you want to categorize.
  2. From the HOME tab of the Ribbon, in the Tags group, select Categorize. Categorize Option
  3. Select a category from the drop-down list. Categories
  4. You have the option to rename the category. Rename Option
  5. The message or other item will display the category information. Category Information