Where to Find Conditional Formatting in Mail in New Outlook and What Still Differs

Conditional formatting in Outlook Mail lets you automatically apply colors, fonts, and styles to messages that meet specific rules. In the classic version, this feature was located under View > View Settings > Conditional Formatting. In the new Outlook for Windows, the feature has moved and some options are no longer available. This article explains exactly where to find conditional formatting in new Outlook Mail and lists every difference between the classic and new versions.

Many users report being unable to locate the conditional formatting dialog after switching to the new Outlook interface. The feature still exists but is accessed through a different menu path and has a reduced set of rule options. Understanding these changes helps you set up email organization without frustration.

You will learn the step-by-step method to enable conditional formatting in new Outlook, which rule conditions are missing, and how to work around the limitations.

How Conditional Formatting Works in New Outlook

Conditional formatting in new Outlook for Windows is a feature that changes the appearance of email messages in the message list based on predefined conditions. Unlike classic Outlook, which allowed you to create rules using any message property such as sender name, subject keywords, or recipient address, the new version restricts conditions to a fixed set of system-defined categories.

The feature is part of the View Settings dialog. It does not require any add-ins or third-party tools. You must be using the new Outlook for Windows app, version 1.2023 or later. The feature is not available in Outlook on the web or Outlook for Mac.

Prerequisites

Before you start, ensure you are running the new Outlook for Windows. To check, go to File > Office Account > About Outlook. The version number should start with 1.2023 or higher. You also need at least one email account configured in the app.

Steps to Find and Apply Conditional Formatting in New Outlook

Follow these steps to open the conditional formatting dialog and apply a rule to your inbox.

1. Open View Settings
   In the new Outlook window, click the View tab on the ribbon. In the Current View group, click View Settings. The Advanced View Settings dialog opens.
2. Select Conditional Formatting
   In the Advanced View Settings dialog, click the Conditional Formatting button. This opens the Conditional Formatting dialog where you see a list of existing rules.
3. Choose a rule to modify
   In the Rules for this view list, select one of the default rules. The available rules are: Unread messages, Unread messages in current mailbox, Expired items, Overdue items, Sent directly to me, and Flagged messages. You cannot create new rules.
4. Change the font, color, or style
   Click the Font button. In the Font dialog, select the font style, size, color, and effects. Click OK to apply the formatting.
5. Set the condition for the rule
   Click the Condition button. The Filter dialog opens. Only the default condition for the selected rule is editable. For example, if you selected Sent directly to me, you can only modify the condition that checks the recipient address. You cannot add new conditions.
6. Save and apply
   Click OK in the Filter dialog, then OK in the Conditional Formatting dialog. Click OK in the Advanced View Settings dialog. The formatting is applied to your message list immediately.

What Still Differs Between Classic and New Outlook

The following table lists the key differences in conditional formatting between classic Outlook and new Outlook for Windows.

Feature	Classic Outlook	New Outlook
Create custom rules	Yes, unlimited	No, only six default rules
Condition types	Over 20 conditions including sender, subject, body, recipient, importance, attachment	Only six categories: unread, expired, overdue, sent directly, flagged
Font customization	Full font dialog with color, size, bold, italic, underline, strikethrough	Same font dialog, full customization
Multiple conditions per rule	Yes, using AND/OR logic	No, each rule has one fixed condition
Rule order	Can reorder rules manually	Fixed order, cannot reorder
Export/import rules	Yes, via Manage Rules & Alerts	No export or import

Common Limitations and Workarounds

I cannot create a rule for a specific sender

New Outlook does not allow conditional formatting rules based on individual sender email addresses. The only way to highlight messages from a specific person is to use the Flagged messages rule and manually flag that person’s emails, or use a mail rule under File > Manage Rules & Alerts to move those messages to a folder and then apply conditional formatting on the folder view.

The Unread messages rule does not apply to all folders

The Unread messages rule in new Outlook only applies to the current mailbox view. If you switch to a different folder, the formatting does not carry over. To apply unread formatting to another folder, you must open that folder and repeat the conditional formatting steps for that view.

I cannot change the font color for read messages

There is no default rule for read messages. In classic Outlook, you could create a rule that changes the font for read items. In new Outlook, you cannot. The only workaround is to use the Unread messages rule and set the font for unread messages, which indirectly affects the appearance of read messages by contrast.

Rules reset after an update

Some users report that conditional formatting rules reset to default after a new Outlook update. To preserve your settings, take a screenshot of your font choices and reapply them after each major update. There is no backup or restore feature for conditional formatting in new Outlook.

Cached Exchange Mode vs Online Mode: Key Differences for Conditional Formatting

Item	Cached Exchange Mode	Online Mode
Default in new Outlook	Yes, always enabled	No, not available
Conditional formatting persistence	Applies only to cached data; formatting may lag after new messages arrive	Not applicable
Sync behavior	Formatting is stored locally; does not sync to other devices	Not applicable
Performance	Faster for large mailboxes	Not applicable

New Outlook runs exclusively in Cached Exchange Mode. There is no option to switch to Online Mode. This means conditional formatting is always applied locally and does not appear on the Outlook mobile app or Outlook on the web.

Now you know where to find conditional formatting in new Outlook Mail and exactly what has changed. Start by opening View Settings and modifying the six default rules to match your preferred colors and fonts. If you need formatting for a specific sender, consider using a mail rule to move their messages to a dedicated folder and then apply conditional formatting on that folder. For advanced users, remember that conditional formatting in new Outlook is local only and will not sync across devices.