How to color code emails in outlook 365

Last Updated: Feb 25, 2024 by

In today’s fast-paced world, managing your inbox can be a daunting task. With the constant influx of emails, it’s easy to get overwhelmed and lose track of important messages. That’s where color coding comes in. By assigning colors to specific emails, you can easily organize and prioritize your inbox. In this article, we’ll show you how to color code emails in Outlook 365, so you can stay on top of your inbox and improve your email management.

Why Color Code Emails?

Color coding emails in Outlook 365 allows you to visually categorize your emails based on their importance or urgency. This can help you quickly identify and prioritize important emails, making it easier to manage your inbox. Additionally, color coding can also help you stay organized and reduce the chances of missing important messages.

How to Color Code Emails in Outlook 365

  1. Open Outlook 365 and go to your inbox.
  2. Right-click on the email you want to color code and select “Categorize.”
  3. Choose a color from the list of available categories or create a new one by selecting “All Categories.”
  4. Repeat this process for all the emails you want to color code.

You can also assign colors to emails from the reading pane by clicking on the “Categorize” button in the top menu bar.

Tips for Effective Color Coding

  • Use a consistent color scheme: Assign specific colors to certain types of emails, such as red for urgent messages, green for important messages, and blue for personal emails. This will help you quickly identify the type of email without having to read the subject line.
  • Keep it simple: Don’t assign too many colors or categories, as this can become overwhelming and defeat the purpose of color coding.
  • Use filters: You can set up filters in Outlook 365 to automatically assign colors to incoming emails based on certain criteria, such as sender or subject line. This can save you time and ensure that your emails are always color coded.
  • Re-evaluate regularly: As your email habits and priorities change, it’s important to re-evaluate your color coding system and make adjustments as needed.

Benefits of Color Coding Emails

  • Improved organization: By color coding emails, you can easily see which emails are important or urgent, making it easier to prioritize and manage your inbox.
  • Time-saving: With color coding, you can quickly scan your inbox and identify important emails without having to read each one individually.
  • Reduced stress: By having a well-organized and color-coded inbox, you can reduce the stress and anxiety that comes with a cluttered and overwhelming inbox.


Color coding emails in Outlook 365 is a simple yet effective way to improve your inbox management and stay organized. By following these tips and regularly re-evaluating your color coding system, you can easily stay on top of your emails and reduce the chances of missing important messages. Give it a try and see how it can transform your email management. Do you have any other tips for organizing your inbox? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.