Auto Highlighting Emails Based on Age in Outlook: A Step-by-Step Guide

Last Updated on May 14, 2023 by Amit Bansal

In today’s fast-paced world, email has become an essential communication tool for both personal and professional purposes.

However, with the increasing volume of emails, it can be a challenge to keep track of important messages.

Fortunately, Microsoft Outlook provides several features that can help users manage their inboxes and prioritize their emails.

One such feature is the ability to auto-highlight emails based on age.

This means that you can set up Outlook to automatically highlight emails that are older than a certain number of days, making it easier to identify messages that require your attention.

By using this feature, you can ensure that you never miss an important email, even when your inbox is overflowing.

In this article, we will provide a step-by-step guide on how to auto-highlight emails based on age in Outlook.

Whether you are a busy professional or someone who receives a lot of personal emails, this feature can help you stay organized and on top of your inbox.

So, let’s get started!

Understanding Auto Highlighting in Outlook

What is Auto Highlighting?

Auto highlighting is a feature in Outlook that allows you to automatically highlight emails based on certain criteria.

This can be useful when you have a large number of emails in your inbox, and you want to quickly identify important emails or emails that require your attention.

Auto highlighting can be done using conditional formatting rules.

Why Use Auto Highlighting?

Auto highlighting can save time and effort by allowing you to quickly identify important emails or emails that require your attention.

Instead of manually going through your inbox and looking for specific emails, you can set up rules that will automatically highlight emails that meet certain criteria.

This can help you stay organized and on top of your inbox.

Setting Up Auto Highlighting Rules

To set up auto-highlighting rules in Outlook, you need to use conditional formatting. Here’s how to do it:

  1. Open Outlook and go to your inbox.
  2. Click on the View tab and select View Settings.
  3. In the Advanced View Settings dialog box, click on Conditional Formatting.
  4. Click on Add to create a new rule.
  5. Give your rule a name and then click on Font to set the font style and color for the highlighted emails.
  6. Click on Condition to set the criteria for the emails that will be highlighted.
  7. Click on OK to save your rule.

You can create multiple rules for different criteria.

For example, you can create a rule that highlights emails that are older than a certain number of days, and another rule that highlights emails from a specific sender.

Conclusion

Auto highlighting can be a useful feature in Outlook that can help you stay organized and on top of your inbox.

By setting up conditional formatting rules, you can automatically highlight emails that meet certain criteria, saving you time and effort.

How to Auto Highlight Emails Based on Age in Outlook

Auto-highlighting emails based on their age can be a useful way to manage your inbox and prioritize your messages.

In this section, we will guide you through the steps to set up auto highlighting for your emails based on their age in Microsoft Outlook.

Step 1: Access View Settings

To begin, we need to access the View Settings in Outlook.

First, open your Outlook and go to your Inbox.

Then, click on the “View” tab in the top menu bar.

From there, select “View Settings” in the “Current View” group.

Step 2: Create a Custom View

In the “Advanced View Settings” dialog box that appears, select “Conditional Formatting”.

This will bring up a set of default rules, including the “Unread messages” rule.

To create a custom view to highlight messages based on their age, click on the “Add” button and give the rule a name.

Step 3: Apply Formatting Rules

Next, click on the “Font” button to specify the font and color you want to use for the highlighted emails.

For example, you can choose to use the red font to make the emails stand out.

Step 4: Specify the Age of Emails to Highlight

Now, we need to specify the age of the emails that we want to highlight.

Click on the “Condition” button to bring up the “Filter dialog box”.

In the “Advanced” tab, select “Field” and choose “Received”.

Then, select “Condition” and choose “On or before”.

Note: There are numerous options to select from, you can choose according to your preferences.

  • Anytime
  • Yesterday
  • Today
  • Tomorrow
  • In the last 7 days
  • In the next 7 days
  • Last Week
  • This Week
  • Next Week
  • Last Month
  • This Month
  • Next Month
  • On
  • On or after
  • On or before
  • Between
  • Exist
  • Do not Exist

Finally, enter the number of days you want to use as the threshold for highlighting the emails.

For example, if you want to highlight emails that are 10 to 20 days old, enter “20” in the box.

Finally click “Add to List”, Once you have completed these steps, click “OK” to save your custom view.

You can now apply this view to your inbox by clicking on the “Change View” button and selecting “View by mail age”.

All the emails that meet your specified criteria will be highlighted in the color and font you selected.

Overall, auto-highlighting emails based on their age can be a great way to keep your inbox organized and make sure you don’t miss any important messages.

By following these simple steps, you can set up auto-highlighting in Outlook and manage your emails more efficiently.

Conclusion

In this article, we have discussed how to auto-highlight emails based on age in Outlook.

We hope that this guide has been helpful in improving your email management and productivity.

By using the steps outlined in this article, you can easily set up automatic highlighting of emails based on their age, making it easier to prioritize and manage your inbox.

In addition to auto highlighting, Outlook offers many other features that can help streamline your email management.

For example, you can use the auto-forwarding feature to automatically forward certain emails to another recipient or folder.

This can be useful for delegating tasks or keeping track of important emails.

Another useful feature is the ability to remove duplicate emails and contacts. This can help keep your inbox organized and prevent clutter.

By regularly removing duplicates, you can ensure that you only see the most relevant and important emails and contacts.

Finally, creating rules can also be a powerful tool for managing your inbox.

By setting up rules, you can automatically sort and prioritize emails based on various criteria, such as sender, subject line, or keywords.

This can help you stay organized and ensure that you never miss an important email.

In conclusion, by using the various features and tools offered by Outlook, you can greatly improve your email management and productivity.

We encourage you to explore these features and find the ones that work best for you and your workflow.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions regarding how to auto-highlight emails based on age in Outlook:

Can I set up multiple rules for highlighting emails based on different age ranges?

Yes, you can set up multiple rules for highlighting emails based on different age ranges.

For example, you can create one rule to highlight emails that are 7 to 14 days old and another rule to highlight emails that are 15 to 30 days old.

To do this, simply create a new rule for each age range and specify the appropriate conditions and formatting options.

Will the highlighting of emails based on age be applied to all folders in Outlook?

No, the highlighting of emails based on age will only be applied to the folder for which you have created the rule.

If you want to apply the same rule to other folders, you will need to create a new rule for each folder.

Can I customize the formatting of the highlighted emails?

Yes, you can customize the formatting of the highlighted emails. When creating a new rule, you can specify the font color, background color, font style, and font size for the highlighted emails.

You can also choose to apply additional formatting options, such as bold, italic, and underline.

Will the highlighting of emails based on age be applied retroactively to existing emails?

No, the highlighting of emails based on age will only be applied to new emails that arrive in the folder after the rule has been created.

However, you can manually apply the rule to existing emails by selecting the emails and choosing the “Apply the rule” option from the context menu.

Can I disable or delete a rule for highlighting emails based on age?

Yes, you can disable or delete a rule for highlighting emails based on age. To disable a rule, simply uncheck the box next to the rule in the “Rules and Alerts” dialog box.

To delete a rule, select the rule and click the “Delete” button.

Related Articles

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

View all posts

Leave a Comment