When your inbox mixes messages sent directly to you with messages where someone only copied you, every row looks the same. You end up opening CC threads that need no action and missing direct requests buried between them. Outlook can separate the two visually, so you know at a glance whether a message expects a reply from you or just keeps you informed.
Methods 1 and 2 apply to specific Outlook versions. Methods 3 and 4 work in Classic Outlook, New Outlook, and Outlook on the web.
Which Outlook Tool Works Best for CC Emails
Outlook offers three tools for flagging CC messages.
| Tool | What it does to CC emails | Where it works |
|---|---|---|
| Conditional formatting | Changes the font color or style of CC messages in the message list | Classic Outlook, New Outlook, Outlook on the web (work or school accounts only in the last two) |
| Rules with categories | Adds a colored category label to every CC message | Classic Outlook, New Outlook, Outlook on the web |
| Rules with folders | Moves CC messages out of the Inbox into a separate folder | Classic Outlook, New Outlook, Outlook on the web |
Conditional formatting keeps CC mail in your Inbox but changes how it looks. Personal Outlook.com accounts in New Outlook lack this feature, so use Method 3. Pick a folder only if CC mail floods your Inbox.
Method 1: Change CC Email Color in Classic Outlook
Classic Outlook has the widest set of formatting options.
Open your Inbox and select the View tab on the ribbon.
Click View Settings, then choose Conditional Formatting.
Click Add and type a name such as CC Only.
Click Font and pick a style that separates CC mail from direct mail. A grey or muted color works well because it signals lower priority. Click OK to return to the Conditional Formatting window.
Click Condition to open the Filter window. On the Messages tab, tick the Where I am checkbox, then select on the CC line with other people from the dropdown next to it.
Click OK on each open window to save the rule.
The style applies to existing and incoming CC messages in the current folder. Repeat the steps for other folders.
Make Emails Sent Only to You Stand Out
In Conditional Formatting, click Add and name the rule Direct. Pick a bold font or a strong color like dark blue. Under Condition, tick Where I am and choose the only person on the To line. For group emails addressed to you, add another rule with on the To line with other people.
Method 2: Make CC Emails Stand Out in New Outlook and Outlook on the Web
This option works only on work or school accounts with a qualifying Microsoft 365 subscription.
Click the Settings gear icon in the top right corner.
Go to Mail and select Conditional formatting.
Click Add a conditional formatting rule and name it CC Only.
In the condition dropdown, choose My name is in the Cc box.
Pick a font color for matching messages.
Click Save.
When two rules match the same message, Outlook applies the one higher in the list.
Method 3: Label CC Emails Automatically With a Category Rule
A category adds a colored label to each CC message.
Create the category. Right-click any message, choose Categorize, then Manage categories (or All Categories in Classic Outlook). Add a new category named CC and give it a color.
Open the rules editor:
- New Outlook and Outlook on the web: Go to Settings, then Mail, then Rules, and click Add new rule. Give the rule a name such as Tag CC.
- Classic Outlook: Go to File, then Manage Rules & Alerts, and click New Rule. Under Start from a blank rule, select Apply rule on messages I receive and click Next.
Set the condition:
- New Outlook: In the Add a condition dropdown, choose I’m on the Cc line.
- Classic Outlook: Tick where my name is in the Cc box, then click Next.
Set the action:
- New Outlook: In the Add an action dropdown, choose Categorize and select CC.
- Classic Outlook: Tick assign it to the category category. In the lower box, click the underlined word category, pick CC, click OK, then click Next until you reach the finish screen.
Save the rule. To tag messages already in your Inbox, tick Run this rule now in New Outlook, or tick Run this rule now on messages already in Inbox on the Classic Outlook finish screen.
Categories appear only in your mailbox, not for other recipients.
Method 4: Move Emails Where You Are CC’d to a Folder
A rule can move CC messages out of the Inbox automatically.
Right-click your Inbox, choose Create new subfolder (or New Folder in Classic Outlook), and name it CC Mail.
Open the rules editor and create a new rule, exactly as in step 2 of Method 3.
Set the condition to I’m on the Cc line in New Outlook, or where my name is in the Cc box in Classic Outlook.
Set the action to Move to folder in New Outlook, or move it to the specified folder in Classic Outlook, and select CC Mail.
Save the rule.
Check the CC Mail folder daily, since a CC thread can turn into a request for you.
Show the CC Column in Classic Outlook
A CC column shows who else received each message.
Go to View, then View Settings, and click Columns.
In the Select available columns from dropdown, choose All Mail fields. The CC field does not appear in the default list.
Select CC, click Add, and use Move Up or Move Down to position it.
Click OK twice.
New Outlook and Outlook on the web do not support custom columns.
Tips for Managing CC Emails in Outlook
Keep these points in mind after setup.
- Stick to one or two formatting rules. Too many colors make the whole list harder to scan.
- Choose a muted style for CC mail and a strong style for direct mail, not the other way around.
- Formatting does not verify a sender. A spoofed or phishing message can still land with a CC tag, so check unusual payment or password requests through a separate channel.
- If a rule stops working after you switch from Classic Outlook to New Outlook, rebuild it in the new app. Some Classic rules run only on the desktop client and do not carry over.
- New Outlook does not run rules on connected Gmail, Yahoo, or iCloud accounts. For those inboxes, create the filter in the provider’s own settings.
Frequently Asked Questions
Can I make CC emails a different color in Outlook?
Yes. Use conditional formatting with the on the CC line with other people condition in Classic Outlook, or My name is in the Cc box in New Outlook and Outlook on the web, and pick a font color.
Does New Outlook have conditional formatting?
Yes, but only for eligible work or school accounts with a Microsoft 365 subscription. Personal accounts can use a rule with a category instead.
How do I see emails where I am CC’d in Outlook?
Create a rule with the I’m on the Cc line condition in New Outlook, or where my name is in the Cc box in Classic Outlook, and move those messages to a folder or tag them with a category.
How do I highlight emails sent only to me in Outlook?
In Classic Outlook, add a conditional formatting rule, tick Where I am under Condition, and choose the only person on the To line. Then pick a bold font or strong color.
Does conditional formatting change emails for other people?
No. Formatting and categories only affect how messages appear in your own mailbox.
Will a CC rule apply to emails already in my Inbox?
Conditional formatting applies to existing messages right away. Standard rules only act on new mail unless you choose to run the rule on current messages.
What is the difference between To and CC in Outlook?
The To line holds the people expected to read and respond. The CC line holds people who receive a copy for awareness, and usually no reply is expected from them.
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