Classic Outlook to New Outlook: Folder Colors – Use colored folders in New Outlook

If you switched from Classic Outlook to the new Outlook for Windows, you may have noticed that folder colors are missing. In Classic Outlook, you could assign a color to a folder to quickly find it in the navigation pane. The new Outlook does not support folder colors directly. Instead, it uses a different visual system called folder categories. This article explains how to replicate the colored folder experience in the new Outlook using categories, conditional formatting, and color-coding rules. You will learn the exact steps to apply colors to folders and keep your email organized.

Why the New Outlook Removed Folder Colors

Classic Outlook stored folder color settings in the Windows Registry. Each folder had a property that defined its background color in the navigation pane. The new Outlook is built on a web-based platform (Outlook Web App or OWA) that does not support registry-based folder customization. The development team chose to remove folder-level color settings because the new interface uses modern web standards that do not include this legacy feature. Instead, the new Outlook relies on categories and conditional formatting to provide visual distinction. Categories are stored on the server and sync across all devices. This means color-coding applied through categories works on Outlook for Windows, Outlook for Mac, Outlook on the web, and the Outlook mobile app. Folder colors from Classic Outlook do not transfer to the new Outlook during migration.

Steps to Apply Colors to Folders in New Outlook

The new Outlook does not have a direct “color this folder” button. You must use a combination of categories and conditional formatting. Follow these steps to make a folder appear colored in the message list.

Method 1: Assign a Category to All Items in a Folder

1. Create a category for the folder
   In the new Outlook, go to View > Settings > General > Categories. Click Add a category. Type a name that matches the folder, for example “Invoices.” Choose a color from the palette. Click Save.
2. Select all items in the target folder
   Open the folder you want to color. Press Ctrl+A to select every message in the list.
3. Apply the category to selected items
   Right-click any selected message. Choose Categorize and then select the category you created. All selected messages now show a colored bar or dot in the message list.
4. Automate category assignment for new messages
   Create a rule that automatically applies the category when a message arrives in this folder. Go to View > Settings > Mail > Rules. Click Add new rule. Name the rule. Under Conditions, select Only if the message is in this folder. Choose the folder. Under Actions, select Assign category and pick your category. Click Save.

Method 2: Use Conditional Formatting to Color Messages by Folder

1. Open Conditional Formatting settings
   In the new Outlook, go to View > View settings > Conditional Formatting. This option is available only when you are in a mail folder view.
2. Add a new rule
   Click Add new rule. Enter a name like “Project X Folder Color.” Click Font and select a color, style, and size. Click OK.
3. Set the folder condition
   In the Condition field, click Add condition. Choose Folder. Select the specific folder from the list. The rule applies only to messages in that folder.
4. Save and apply
   Click Save. The message list now shows messages in that folder with the font color you selected. This method does not change the folder icon itself but colors the text in the list.

Method 3: Quick Step to Apply Category on Move

1. Open Quick Steps manager
   Go to Home > Quick Steps > Create New. The Quick Steps dialog opens.
2. Configure the action
   Name the Quick Step, for example “Move to Invoices and Color.” Under Actions, click Add action. Select Move to folder and choose the target folder. Click Add action again. Select Categorize message and pick the category. Click Finish.
3. Use the Quick Step
   Select a message in your Inbox. Click the Quick Step button. Outlook moves the message to the folder and applies the category color automatically.

Common Issues and Limitations

Folder icon itself does not change color

The new Outlook does not support changing the folder icon color in the navigation pane. The methods above only color the message list items, not the folder icon. If you need a visual cue on the folder icon, you must rename the folder with an emoji. Right-click the folder, choose Rename, and add an emoji like a red square or a colored circle at the beginning of the folder name. This is the only way to see a color hint in the folder pane.

Categories do not sync folder colors across devices

Categories sync across all Outlook clients. However, the conditional formatting rules created in the new Outlook do not sync to Classic Outlook or Outlook on the web. You must recreate conditional formatting rules on each platform separately. Categories applied directly to messages do sync, so using Method 1 or Method 3 is more reliable for multi-device use.

Conditional formatting disappears after view reset

If you reset the view to default in View > View settings > Reset view, all conditional formatting rules are deleted. You must reapply them. To avoid this, do not reset the view unless necessary. Export your view settings if available, though the new Outlook currently lacks an export feature for view configurations.

Classic Outlook Folder Colors vs New Outlook Color Methods

Item	Classic Outlook	New Outlook
Folder icon color	Right-click folder > Properties > Color and assign a color	Not supported; use emoji in folder name as workaround
Message list color	Automatic based on folder color setting	Manual via categories or conditional formatting
Sync across devices	Does not sync; stored locally in registry	Categories sync; conditional formatting does not sync
Setup complexity	One click per folder	Multiple steps per folder using rules or Quick Steps

You can now apply colors to folders in the new Outlook using categories, conditional formatting, and Quick Steps. Start by creating a category for each folder you want to color, then set up a rule to apply it automatically. For a quick visual cue on the folder icon itself, add an emoji to the folder name. If you manage many folders, consider using Quick Steps to apply both a move action and a category in one click. This approach keeps your email organized without the folder color feature you had in Classic Outlook.