Email Management

Back in 2009 I wrote a little something about using coloured categories to manage my email. Since then I’ve upgraded my email client to Outlook 2013. The categories method no longer works. I’ve worked out a different method to provide the same solution. I am using custom views and conditional formatting to provide the colour coding for my emails. The colours I am using are similar to what I’ve used in the past:

  • Red = directly to me only
  • Green = I am on the TO line with other people
  • Yellow = CCed on something
  • Pink = from my boss
  • Purple = from my other boss


    To turn on the conditional formatting you perform the following steps:

  1. Open Outlook, select the inbox and click on View in the ribbon
  2. Click on the View Settings button on the left of the ribbon.
  3. On the Advanced View Settings: Compact window click on the Conditional Formatting… button.
  4. On the Conditional Formatting window click on Add, name your condition, select a font, then click on the condition… button.
  5. For me the options I wanted to use were on the More options tab.

For me personally this is the best tool to provide me with the ability quickly triage my email. I know by colour how much care I need to apply to every email in my inbox.




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