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How to automatically highlight specific keywords from incoming emails in Outlook

In Outlook, you may receive hundreds and thousands emails every day, have you ever wanted to auto highlight some specific keywords from incoming emails? In this article, I introduce a VBA code to automatically highlight the keywords you specify from incoming emails in Outlook.

Auto highlight keywords from incoming emails

Auto highlight keywords from incoming emails

No built-in function in outlook can handle this job except VBA.

1. Press Alt + F11 key to enable the Microsoft Visual Basic for Applications window.

2. Then double click ThisOutlookSession in left Project pane, and copy and paste below code to the new code window.

VBA: Auto highlight keywords in incoming emails

Public WithEvents GMailItems As Outlook.Items
Private Sub Application_Startup()
    Set GMailItems = Outlook.Application.Session.GetDefaultFolder(olFolderInbox).Items
End Sub
Private Sub GMailItems_ItemAdd(ByVal Item As Object)
    If Item.Class <> olMail Then Exit Sub
    AutoHighlight_SpecificWords Item
End Sub
Sub AutoHighlight_SpecificWords(Mail As Outlook.MailItem)
    Dim xWord As Variant
    Dim xHTMLBody As String, xStr As String
    Dim xWordArr
    On Error Resume Next
    xWordArr = Array("Kutools", "Important")  'keyword
    xHTMLBody = Mail.HTMLBody
    For Each xWord In xWordArr
        If InStr(xHTMLBody, xWord) > 0 Then
            xStr = "<font style=" & Chr(34) & "background-color: yellow" & Chr(34) & ">" & xWord & "</font>"
            xHTMLBody = Replace(xHTMLBody, xWord, xStr)
            Mail.HTMLBody = xHTMLBody
        End If
End Sub

Tip: in the code, you can change the keywords as you need in this script xWordArr = Array("Kutools", "Important") .

3. Then save the code and go back to Outlook,under Home tab, click Rules > Manage Rules & Alerts.
doc auto highlight text 1

4. In the Rules and Alerts dialog, click New Rule under E-mail Rules tab, then in Rules Wizard dialog, click Apply rule on messages I receive.
doc auto highlight text 2

5. Click Next > Next > Yes to go to the third dialog, check run a script from Step1 section, then click a script in Step2 section to enable Select Script dialog, choose this code Project1.ThisOutlookSession.AutoHighlight_SpecificWords. Click OK.
doc auto highlight text 3doc auto highlight text 4

6. Click Next > Next, in last dialog, give a name for this rule.
doc auto highlight text 5

7. Click Finish > OK to finish the rule.

From now on, the keywords you specified will be auto highlighted in the incoming emails.
doc auto highlight text 6

Save or Export Multiple emails to other fomat files(PDF/HTML/WORD/EXCEL) in Outlook

Sometimes, you may want to save or export the emails to a folder as other format files, such as PDF, Word or Excel files in Outlook. In Outlook, neither of the Save as and Export function can handle this job. However, Kutools for Outlook's Save as file utility can export multiple emails to a folder as files with multiple formats at once time .    Click for 45 days free trial!
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