Hidden Pages

E-mail tip #15 -  Using colour to make certain messages stand out (in Outlook 2003/2007)

Why not let Outlook automatically colour code incoming email so you can focus your attention on those most relevant for you? Here are a couple of tips on how to do this. 


Colour messages sent only to you

Use Outlook’s ‘Organize’ feature to make it easy to highlight these messages so that you don’t miss them.

  • Go to your Inbox
  • Click ‘Tools’ then ‘Organize’ to display the Organize window
  • Click ‘Using Colours’ (on the left) of the Organize window
  • Click the ‘Turn On’ button next to “Messages sent only to me now appear blue” (change the colour if you like) 

Note that you may find that this also colours email newsletters received in your Inbox. Handle these by using a rule that automatically moves these newsletters (and all staff messages) to your ‘cc’ or ‘reading’ folder – see past email tip on the ‘cc rule’ for how to do this. 


Colour messages sent by your boss, wife/husband, important clients etc

You can use the same Organize function to colour code emails from specific people.

  • Go to your Inbox
  • Click ‘Tools’ then ‘Organize’
  • Click’ Using Colours’
  • Change the drop-down next to Colour Message so that it reads “from”
  • Type in the email address in the box provided (or select an email from that person in your Inbox and Outlook will fill in this box for you)
  • Change the colour if you wish
  • Click the ‘Apply Colour’ button 


Deleting Colour Coding 

If you wish to delete or change the colour-coding at a later date;

  • Go to your Inbox
  • Click ‘Tools’ then ‘Organize’
  • Click’ Using Colours’
  • Click ‘Automatic Formatting’ to display the list of colour formats applied to the folder
  • Select the relevant item from the list and click ‘Delete’ 

These simple colour-coding tips help make your Inbox more manageable. 


All the best! 

Steuart Snooks

Solutions for Success

Mobile: 0413 830 772

E-mail: steuart@solutions4success.com.au