503551 – Outlook: Expanded Conditions for Conditional Formatting in the New Outlook for Web and Windows

Product:

Outlook

Platform:

Web, Windows Desktop, World tenant

Status:

In development

Change type:

Links:

Details:

The new Outlook for web and Windows now offers expanded Conditional Formatting options, allowing you to highlight emails based on size, read/unread status, presence of attachments, flag settings, categories, or importance. These enhanced rules make it easier to identify critical messages at a glance and visually organize your folders. #newoutlookforwindows

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:
General Availability

Created:
2025-10-03

updated:
2025-10-03

Docu to Check

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

summary for non-techies**

XXXXXXX ... free basic plan only

Direct effects for Operations**

User Experience Degradation
If the new conditional formatting features are implemented without proper user training, users may become confused by the new visual cues and struggle to adapt to the changes, leading to decreased productivity.
   - roles: End Users, IT Support Staff
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/outlook-expanded-conditions-for-conditional-formatting/

Increased Support Tickets
The introduction of new features without adequate preparation may lead to an increase in support tickets as users encounter issues or misunderstandings regarding the new functionalities, overwhelming the IT support team.
   - roles: IT Support Staff, Help Desk Technicians
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/10/01/outlook-expanded-conditions-for-conditional-formatting/

Configutation Options**

XXXXXXX ... paid membership only

explanation for non-techies**

The new Outlook for web and Windows has introduced expanded Conditional Formatting options, which can be thought of as a more advanced way to sort and highlight your emails. Imagine your email inbox as a large filing cabinet. Previously, you might have only been able to label your files with basic tags like "urgent" or "read later." Now, with these new options, it's like having a set of highlighters in different colors that you can use to mark files based on more specific criteria.

For instance, you can now highlight emails based on their size, whether they are read or unread, if they have attachments, or their importance level. This is similar to using different colored sticky notes to quickly identify the most important documents in a stack. If you have a lot of emails, these new rules can help you quickly spot the ones that need your attention first, just like how a bright sticky note would catch your eye in a pile of papers.

Additionally, these options allow you to visually organize your folders more effectively. Think of it as organizing your bookshelf by not just the title of the books but also by their genre, author, or how often you refer to them. This way, you can easily find what you need without having to sift through everything.

In summary, the expanded Conditional Formatting in Outlook acts like a set of tools that help you manage your emails more efficiently, making it easier to stay on top of your communication by visually prioritizing and organizing your inbox.