Color Coding: A guide to Outlook365

Do you get a million emails a day and miss the important ones that get lost in the shuffle? You’re not alone. Thankfully we have the solution for you. You can spot red flags in your inbox by color coding or changing the fonts in your settings. This will not only sort out the important emails but can also alert you to potential scams. Here’s how you do it.

                An example of an imposter email would be switching around letters and numbers, or having some missing that the eye doesn’t catch. To expose an imposter domain name search for the masquerade such as a 0 instead of an o, or a rn (r and n) instead of an m which can easily be overlooked.To make these inconsistencies stand out, go into your Microsoft 365’s view tab, select view settings and choose conditional formatting. Click add and name your rule in Properties of the rule (i.e. “external email”). Click on font and pick the color or font you’d like to change to and then hit OK. Then click on condition and in the Form… Box and enter @ and hit OK all the way back through. After leaving settings every email from an external domain will be in the color/font you chose earlier.

                This example can be used to separate out specific domain names like with a different color or font to make the important emails stand out. If the emails don’t show up in the chosen color/font it is an automatic red flag.

                The system of color coding your emails depends on you. What kind of work you are doing, your personal preferences, and how effectively you maintain your color-coding system can make or break your email organization. To maximize the advantages of this system you need to consistently apply the color scheme to align with your specific needs. As all good things go, you need to keep at them. When all is said and done, we hope this helps you not get any more scam emails from your boss!

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