Conditional formatting in Outlook mail automatically changes the color, font, or style of messages based on rules you define. In classic Outlook, this feature is fully available and customizable. The new Outlook for Windows, currently in preview, has a simplified interface that does not include a direct equivalent for mail conditional formatting. This article explains what conditional formatting is, why it is missing from new Outlook, and what tasks still require you to use classic Outlook.
Key Takeaways: Conditional Formatting in Classic vs New Outlook
- View > View Settings > Conditional Formatting: In classic Outlook, this path opens the dialog where you create custom rules to highlight messages by sender, subject, or other conditions.
- New Outlook lacks a Conditional Formatting button: The new Outlook does not offer a built-in method to apply font or color changes to mail items based on conditions.
- Switch to classic Outlook via the toggle: If you need conditional formatting, turn off the new Outlook toggle in the title bar to return to classic Outlook.
What Conditional Formatting Does in Classic Outlook Mail
Conditional formatting applies visual formatting to messages in a folder view. You can set conditions such as sender name, recipient name, subject keywords, or message importance. When a message matches the condition, Outlook changes its font color, style, size, or background. This helps you quickly spot important messages, flag emails from specific senders, or separate personal from work mail.
The feature is part of the folder view settings and applies to the current view only. You can create multiple conditional formatting rules for a single folder. Rules are evaluated in the order listed, and the first matching rule takes effect. Classic Outlook also supports conditional formatting for other item types like calendar appointments and tasks, but the mail folder is the most common use case.
Prerequisites for Using Conditional Formatting
You need classic Outlook for Windows version 2016, 2019, 2021, or Microsoft 365. The feature is not available in Outlook for Mac, Outlook on the web, or the new Outlook for Windows. You must be viewing a mail folder in a list or table view such as Compact, Single, or Preview. The Reading Pane view does not support conditional formatting because it is not a folder view.
Steps to Apply Conditional Formatting in Classic Outlook
Follow these steps to create a conditional formatting rule in classic Outlook. The example highlights all messages from your manager in red bold text.
- Open the folder view settings
Select the mail folder where you want the formatting to apply. Go to the View tab and click View Settings. In the Advanced View Settings dialog, click Conditional Formatting. - Create a new rule
In the Conditional Formatting dialog, click Add. Type a name for the rule, such as Manager Emails. The new rule appears in the list. - Define the condition
Click Condition. In the Filter dialog, go to the From field and type your manager email address or name. You can also add conditions for Sent To, Subject, or Message Size. Click OK to close the Filter dialog. - Choose the font formatting
Back in the Conditional Formatting dialog, click Font. Select a font style such as Bold, a color such as Red, and a size if needed. Click OK. - Apply the rule and close
Click OK in the Conditional Formatting dialog, then click OK in the Advanced View Settings dialog. Messages matching the condition now appear in red bold text.
To edit or remove a rule, repeat steps 1 and 2, select the rule, and click Delete or Condition or Font to change it.
What the New Outlook for Windows Does and Does Not Support
The new Outlook for Windows is a rebuilt version that uses the same infrastructure as Outlook on the web. It offers a modern interface, faster sync, and integrated Microsoft 365 features. However, many classic Outlook features are not yet available in the new version. Conditional formatting for mail folders is one of the missing features.
In the new Outlook, you cannot create custom rules that change font color or style based on message properties. The View menu in new Outlook does not include a View Settings button or a Conditional Formatting option. The only formatting controls available are for the message list density and the Reading Pane position. No workaround exists within the new Outlook interface to replicate mail conditional formatting.
What Still Requires Classic Outlook
If you need conditional formatting for mail, you must use classic Outlook. Other features that still require classic Outlook include custom views, advanced search folders, custom forms, and COM add-ins. Microsoft has stated that these features will be added to the new Outlook over time, but no timeline is available.
To switch back to classic Outlook, click the toggle in the upper-right corner of the new Outlook title bar that says Try the new Outlook. Turn it off. Outlook restarts in classic mode. All your conditional formatting rules remain intact because they are stored in your mailbox or profile.
Common Misunderstandings About Conditional Formatting in New Outlook
Can I use rules or quick steps to simulate conditional formatting?
No. Inbox rules in classic and new Outlook can move, flag, or categorize messages, but they cannot change font color or style in the message list. Quick Steps are one-click actions that apply multiple commands to a selected message, but they also do not alter the visual formatting of the message list. Neither feature replaces conditional formatting.
Does the new Outlook support conditional formatting for calendar or tasks?
No. The new Outlook does not support conditional formatting for any item type. Calendar views in new Outlook use a fixed color scheme based on calendar ownership, not on custom rules. Task views do not offer conditional formatting either.
Will my classic conditional formatting rules work if I try new Outlook?
No. When you switch to the new Outlook, your classic conditional formatting rules are ignored. The new Outlook does not read or apply them. When you switch back to classic Outlook, the rules become active again. No data is lost.
Classic Outlook vs New Outlook: Conditional Formatting Feature Comparison
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Conditional formatting for mail | Full support via View Settings | Not available |
| Custom font color and style | Supported for each rule | Not supported |
| Rules based on sender or subject | Supported | Not supported |
| Conditional formatting for calendar | Supported | Not supported |
| Conditional formatting for tasks | Supported | Not supported |
| Custom views | Supported | Not supported |
If you rely on any of these features, you should remain on classic Outlook or switch back when needed. Microsoft may add conditional formatting to new Outlook in a future update, but as of now, there is no equivalent feature.
You can now decide whether to stay in classic Outlook or use the new Outlook for its modern interface while accepting the lack of conditional formatting. If you need to restore visual cues for important messages, switch back to classic Outlook using the toggle. As an advanced tip, you can create a custom search folder in classic Outlook that shows only messages matching your conditional formatting criteria, giving you a dedicated view without relying on font changes.