To set up conditional formatting rules for your calendar, use the following steps.
- From your Calendar folder, select View > View Settings.
- Select Conditional Formatting.
- In the Conditional Formatting dialog box, select Add to create a new rule.
- Give your rule a name and use the Color drop-down to pick a color.
Commonly for email content, designers use black or dark grey colors. It's better for readability. The only exception is when you have a black background. In this case, use a white font.
How to change your inbox theme in Outlook on Windows
- Open your Outlook desktop app.
- Click "File."
- Select "Options" from the left blue column.
- Under the "Personalize your copy of Microsoft Office" section, click the "Office Theme" dropdown menu.
- Choose one of the four options from the dropdown.
- Click "OK."
To change Outlook's background pattern and theme:
- Click on the File tab in the navigation ribbon.
- Click on Options.
- Navigate to Personalize your copy of Microsoft Office under the General section.
- Choose a background pattern from the Office Background dropdown list.
- Choose a theme from the Office Theme dropdown list.
There are two types of rules in Outlook—server-based and client-only. When you're using a Microsoft Exchange Server account, some rules are server-based. These rules run on your mailbox on the Exchange mail server even when Outlook isn't running.
Enable Automatic Categorizing
- Right-click an email from your Inbox that matches the criteria of the Category you're about to create.
- Choose "Create Rule" to bring up the Create Rule dialog box.
- Skip the simple options and go straight to "Advanced Options" using the button in the corner.
However, the Contacts feature is usually a list of external contacts, while the Address Book contains information for people who work in your company. This is a common setup in the business world because the Address Books are stored on an Exchange Server and can be shared with everyone in the company.
A Microsoft 365 group is different from a contact group (formerly called a distribution list). A contact group is a set of email addresses that you can use to send an email message or meeting invitation to everyone at once. To create a contact group, see Create a contact group.
How to use grouped views in Outlook 2019
- In the People module, click the View tab and select View Settings.
- Click Group By.
- Open the Company list and select a different field.
- Click Ascending or Descending to specify the sort order.
- Click OK to close the Group By dialog box.
Sort contacts by color category
- Click People.
- Click Home, and then in the Current View group, click List.
- Scroll all the way to the right in your list of contacts to see the Categories column.
- Click the Categories column header to sort the list by color.
Create a contact group or distribution list in Outlook for PC
- On the Navigation bar, click People.
- Under My Contacts, select the folder where you want to save the contact group.
- On the Ribbon, select New Contact Group.
- Give your contact group a name.
- Click Add Members, and then add people from your address book or contacts list.
- Click Save & Close.
To search for contacts with a certain category, click the Categorized > the certain category name, such as Orange Category; To search for any contact with categories, click the Categorized > Any Category; To search for contacts without categories, click the Categorized > No Categories.
In Outlook.com, go to Mail. Open an email message in the reading pane, and then select the name of the sender or recipient you want to add to your contacts. > Add to contacts. Note: The contact is automatically saved in your default Contacts folder on the People page.
In addition, the Android app lets you organize your contacts more efficiently. Open Menu > Settings to sort contacts by first name or last name, or to show or hide phonetic names. On both the app and the website, you can organize your contacts through labeled groups. Edit a contact by selecting the pen icon.
2: Assigning shortcuts
- Click the Home tab. Choose Categorize from the Tags group and choose All Categories. Or right-click an item and choose All Categories.
- Select a category.
- From the Shortcut Key drop-down, choose a shortcut, as shown in Figure C. Outlook will display the shortcut in the dialog.
- Click OK.
The colored dot next to people indicates their Stage. Red = Lead. Orange = Potential. Green = Active. Blue = Inactive.
Color categories allow you to easily identify and group associated items in Microsoft Outlook. Assign a color category to a group of interrelated items—such as notes, contacts, appointments, and email messages—so that you can quickly track and organize them. You can also assign more than one color category to items.
On your Outlook Home tab, navigate to the Tags section (it's the fifth section from the right) and click Categorize. In the pop-up box, scroll down to the bottom of the list and click All Categories. A box labeled Color Categories appears, and you should click the box for New along the right side.
Turn online status on or off in Outlook
- Click the File tab to open the Backstage view, and then click Options.
- On the People tab, under Online status and photographs, select or uncheck the Display online status next to name check box.
- Click OK.
Here's a simple breakdown of what the different Teams status indicators mean: A green dot represents – Available. A yellow dot represents – Away. A red dot represents – Busy, In a call, In a meeting, Presenting, or Do not disturb.
Another way of highlighting e-mails is to create conditional formatting rules. Go to the View tab >View Settings >Conditional Formatting. Add a new rule, "From Outside" and set font and/or color. Then click Conditions.
Key Conditions for Outlook Recall to Work:
- The Outlook Exchange Connection must be Active.
- The Email went to the Recipient's Inbox.
- The Email must be UNREAD.
- The Recipient already Opened the Message:
- The Email Recipient uses a Mobile Device with a different Email client.
