Some emails whisper. Others march into your inbox wearing a neon vest and carrying a tiny traffic cone. When you need a line of text to stand out in Microsoft Outlook, highlighting it with a marker pen background color is one of the fastest, clearest ways to say, “Please look here before replying, forwarding, approving, panicking, or accidentally ignoring this forever.”
Whether you are writing a project update, sending instructions, replying to a client, or gently pointing someone toward the one sentence they somehow missed three times, Outlook’s text highlight feature can save everyone a little time. It works much like the highlighter tool in Microsoft Word: you select text, choose a background color, and Outlook places a colored marker-style shade behind the words.
But here is the catch: Outlook comes in several flavors. There is classic Outlook for Windows, new Outlook for Windows, Outlook on the web, Outlook.com, Outlook for Mac, and mobile Outlook. They look related, but sometimes they behave like cousins who only meet at holidays. The highlight button may appear in a ribbon, a floating toolbar, a formatting bar, or behind a “More options” menu. This guide explains how to highlight text with marker pen background color in Outlook, how to remove it, when to use it, and what to do when the button seems to be hiding from you like it owes you money.
What Does “Marker Pen Background Color” Mean in Outlook?
In Outlook, highlighting text means applying a background color directly behind selected words, phrases, sentences, or paragraphs. It is different from changing the font color. Font color changes the letters themselves; highlighting changes the space behind the letters.
For example, red text says, “This is red.” Yellow highlighted text says, “Pretend I used an office supply from 1998, but digitally.”
This type of formatting is useful when you want to draw attention without rewriting the entire message. You can highlight a due date, a pricing change, an action item, a policy update, a meeting location, or one tiny sentence that carries the emotional weight of the entire email.
Before You Start: Make Sure Your Email Uses HTML Formatting
Text highlighting usually requires HTML formatting. Outlook can send email in different formats, including HTML, plain text, and sometimes rich text. Plain text is simple and clean, but it does not support rich formatting such as bold styling, font colors, images, or marker-style background colors.
If your highlight option is missing or the color disappears after sending, check the message format first. In classic Outlook for Windows, open a new email, go to the Format Text tab, and make sure HTML is selected. In new Outlook and Outlook on the web, go to Settings, then Mail, then Compose and reply, and choose HTML as your message format if that option is available.
Plain text is great when you want maximum compatibility and minimal fuss. But if you want your email to wear a tiny yellow jacket, HTML is the better road.
How to Highlight Text With Marker Pen Background Color in Classic Outlook for Windows
Classic Outlook for Windows usually gives you the most familiar Microsoft Office-style controls. If you have used Word, the process will feel pleasantly predictable.
Step 1: Open a New Email or Reply
Start a new message, reply to an existing email, or forward a message. Click inside the body of the email where you want to write or edit your content.
Step 2: Select the Text You Want to Highlight
Use your mouse or keyboard to select the word, phrase, sentence, or paragraph you want to highlight. Be precise. If you accidentally highlight three extra lines, your email may begin to look like a legal document attacked by a stationery drawer.
Step 3: Choose Text Highlight Color
Go to the Message tab. In the Basic Text group, look for Text Highlight Color. The icon often looks like a small marker or highlighter. Click the button to apply the default highlight color, usually yellow.
Step 4: Pick a Different Highlight Color
To choose another color, click the small arrow next to Text Highlight Color. Outlook will show a palette of available colors. Select the color that fits your purpose. Yellow is the classic “please notice this” color. Green can suggest approval or completion. Light blue can feel calm and informational. Red or bright pink should be used carefully unless the message is truly urgent or you enjoy making people sit up very straight.
Step 5: Keep Highlighting Multiple Sections
In some versions of Outlook, choosing the highlight tool can keep the marker active, allowing you to drag across multiple sections one after another. When you are done, click the highlight button again or press Esc to stop highlighting.
How to Highlight Text in New Outlook for Windows
New Outlook for Windows has a cleaner, web-inspired interface. The highlighting tools may not appear in exactly the same place as classic Outlook, but the basic idea remains the same.
Open a new email or reply. Type your message, then select the text you want to highlight. Look for the formatting toolbar near the bottom of the compose window or above the selected text. If you do not see the highlight icon immediately, click the formatting options button, which may appear as an A, a paint-style icon, or a menu with more formatting choices.
Choose the highlight option and select a background color. If the toolbar only shows basic options such as bold, italic, underline, and font color, expand the menu. Microsoft often changes small interface details in new Outlook, so the button may move slightly over time. The feature is usually nearby; it is just occasionally playing hide-and-seek in business casual.
How to Highlight Text in Outlook on the Web and Outlook.com
Outlook on the web and Outlook.com are popular because they work in a browser and do not require the full desktop app. To highlight text in Outlook on the web, open a new message or reply, type your content, and select the text you want to format.
Near the bottom of the compose box, click the formatting options icon if the formatting toolbar is hidden. Once the toolbar appears, look for text formatting controls such as font, size, bold, italic, underline, font color, and highlight. Select the highlight tool, choose a color, and Outlook will apply the marker pen background color to the selected text.
If you select text and a floating toolbar appears, you may be able to apply formatting from that toolbar directly. This is convenient when you are editing quickly and do not want to scroll around the message window looking for buttons.
Can You Highlight Text in Outlook for Mac?
Outlook for Mac supports common formatting options such as font changes, font size, font color, bold, italic, and underline. Depending on your version and update channel, text highlighting may appear differently or may not be as obvious as it is in classic Outlook for Windows.
If you are using Outlook for Mac, select your text and check the formatting ribbon or toolbar for a highlight or background color option. If you do not see one, use a practical workaround: compose the highlighted text in Microsoft Word, copy it, and paste it into Outlook while keeping the formatting. This is not glamorous, but neither is searching for a hidden button for 11 minutes while your coffee gets cold.
Can You Highlight Text in Outlook Mobile?
Outlook mobile apps for iPhone, iPad, and Android are designed for quick reading and replying. They generally offer fewer formatting tools than desktop Outlook or Outlook on the web. You may see options such as bold, italic, underline, lists, and links, but full marker-style text highlighting may be limited or unavailable depending on the app version.
If you need a carefully highlighted email, create or edit it on desktop Outlook or Outlook on the web. Mobile is excellent for “Yes, approved” and “Running five minutes late.” It is less excellent for designing a color-coded masterpiece that looks like a project manager’s dream journal.
How to Remove Highlighting in Outlook
Removing marker pen background color is just as important as applying it. Too much highlight turns a helpful email into a digital carnival poster.
To remove highlighting in Outlook, select the highlighted text. Open the Text Highlight Color menu and choose No Color, None, or the equivalent option shown in your version. If you want to remove multiple types of formatting at once, you can also use Clear Formatting, but be careful: that may remove bold, italics, font size, links, and other formatting too.
If pasted text brings unwanted highlight from another document, select it and use the no-color option. You can also paste as plain text first, then reapply only the formatting you actually want.
Text Highlight vs. Font Color vs. Page Color
Outlook gives you several ways to add color, and mixing them up can cause confusion. Here is the difference.
Text Highlight Color
This adds background color behind selected words. Use it for short phrases, action items, warnings, deadlines, or key details.
Font Color
This changes the color of the letters themselves. Use it sparingly, especially in professional email. Dark text on a light background is usually easiest to read.
Page Color
This changes the background color of the entire email message. It is useful for invitations, announcements, branded messages, or decorative email, but it can be distracting in everyday business communication. A whole-message background color is not the same as marker pen highlighting.
Best Colors for Highlighting Text in Outlook
The best highlight color depends on your goal. Yellow is the safest and most familiar. It looks like a traditional highlighter and usually communicates importance without drama. Light green works well for approved items, completed tasks, or positive notes. Light blue is useful for references, reminders, or neutral information. Pale orange can call attention to a caution without feeling like a fire alarm.
Avoid using too many colors in one email. If every sentence is highlighted, nothing is highlighted. Your reader should not need a legend, a flashlight, and emotional support to understand your message.
Also consider accessibility. Some recipients may have low vision, color blindness, dark mode enabled, or custom display settings. Highlighting should support the message, not carry all the meaning. Instead of writing, “Do the yellow items first,” write, “Please complete the highlighted action items first.” Better yet, use both formatting and clear wording.
Practical Examples of Highlighting in Outlook
Example 1: Highlight a Deadline
You might write: “Please send the final version by Friday, 3:00 PM ET.” Highlighting the deadline makes it easy to spot, especially when the email contains several details.
Example 2: Highlight an Action Item
In a team update, you could write: “Action needed: Review the attached budget sheet and reply with approval by tomorrow.” This prevents the important sentence from drowning in polite email foam.
Example 3: Highlight a Change
If you are sending revised instructions, highlight the new portion: “The meeting has moved from Room 204 to Conference Room B on the third floor.” This helps people avoid wandering the building like confused office ghosts.
Troubleshooting: Why Can’t I Highlight Text in Outlook?
Your Email Is in Plain Text
If the message is set to plain text, Outlook may hide or disable formatting options. Switch the message format to HTML and try again.
You Are Reading, Not Editing
You generally cannot directly highlight text inside an email someone already sent to you unless you are editing a reply, forwarding it, or copying the content into a new message or document. Received messages are treated as message content, not editable documents.
The Toolbar Is Collapsed
In new Outlook and Outlook on the web, the formatting toolbar may be hidden. Look for formatting options near the bottom of the compose window. Expand the toolbar and check the additional options menu.
Your Version Has Limited Formatting
Mobile Outlook and some Mac or web layouts may not expose the same highlight controls. In that case, use Outlook on the web from a desktop browser, classic Outlook for Windows, or Microsoft Word as a formatting workaround.
Dark Mode Changes How Colors Look
Dark mode can affect how email colors appear while composing or reading. A highlight that looks soft and elegant on your screen may look different to someone using another theme. Test important emails before sending them widely.
When Should You Use Highlighting in Business Email?
Use highlighting when it improves speed, clarity, or accuracy. It is especially helpful for deadlines, numbers, changed instructions, approval requests, meeting links, and “please do this one thing” messages. It can also help when forwarding a long thread and pointing the recipient to the part that matters.
Do not use highlighting as a substitute for good writing. If the message is confusing, yellow background will not magically turn it into poetry. Start with a clear subject line, short paragraphs, and direct instructions. Then use highlighting as the final spotlight.
Common Mistakes to Avoid
The first mistake is highlighting too much. A highlighted paragraph is fine. A highlighted entire email is just a yellow email wearing sunglasses indoors.
The second mistake is using harsh colors for ordinary information. Bright red highlighting can feel urgent, negative, or alarming. Save it for true warnings, not “Please see attached.”
The third mistake is relying only on color. Always write clear words around highlighted content. Some people print emails in black and white. Others read in dark mode. Some use screen readers. The message should still make sense without the color.
The fourth mistake is copying heavily formatted content from other apps without checking it. Pasted text can bring strange backgrounds, fonts, and spacing. After pasting, review the email before sending. Outlook is powerful, but it is not a mind reader. Yet.
Real-World Experience: What Highlighting Text in Outlook Teaches You After Enough Emails
After working with Outlook messages for a long time, one thing becomes obvious: people do not read email in the calm, candlelit environment we imagine when writing it. They read it between meetings, on phones, during lunch, in airports, in crowded inboxes, and sometimes while mentally arguing with a spreadsheet. Highlighting text with marker pen background color can help, but only when it is used with restraint.
My best experience with Outlook highlighting has been in messages where the reader needs to make a decision quickly. For example, if an email includes three paragraphs of context and one approval request, highlighting the exact sentence that needs action can reduce confusion. Instead of writing a long closing paragraph and hoping the reader catches the request, you can write: Approval needed: Please confirm whether we should use Option B by Thursday. That one highlighted sentence does more work than five vague reminders.
Highlighting is also extremely useful when forwarding long email chains. We have all received those forwarded threads that start with “See below,” followed by 47 messages, 12 signatures, and one ancient lunch order from 2019. In that situation, highlighting the relevant sentence before forwarding can be an act of mercy. Add a short note at the top, such as “I highlighted the vendor’s updated delivery date below,” and the recipient can find the point immediately.
Another helpful habit is using one highlight color per purpose. Yellow can mean “important.” Green can mean “approved.” Blue can mean “for reference.” Once you start using four or five colors in the same message, the email begins to look like a weather radar map. Simple systems are easier to understand and easier to maintain.
There is also a psychological side to highlighting. A small highlight feels helpful. Too much highlight feels aggressive. If you highlight “AS DISCUSSED” in bright red, the reader may not think, “How organized.” They may think, “Someone has had too much coffee.” For professional communication, softer colors and polite wording usually work better.
One practical lesson: always send a test email to yourself when formatting matters. This is especially true for newsletters, client instructions, onboarding emails, or messages sent to a large group. Open the test message in desktop Outlook, Outlook on the web, and your phone if possible. You may notice that spacing, highlight colors, or dark mode behavior looks slightly different. Better to catch that yourself than have 80 recipients discover your elegant highlight has turned into a mysterious glowing rectangle.
Finally, remember that highlighting is a tool, not a strategy. The best Outlook emails still rely on clear structure: a useful subject line, short paragraphs, plain language, and visible action items. Highlighting should guide the eye, not decorate every thought. Used well, it makes your emails faster to scan and easier to act on. Used badly, it turns your message into a digital craft project. The goal is clarity, not confetti.
Conclusion
Learning how to highlight text with marker pen background color in Outlook is a small skill that can make your emails much easier to read. In classic Outlook, you will usually find the feature under the Message tab in the Basic Text group. In new Outlook and Outlook on the web, select your text and look for the highlight option in the formatting toolbar. If the tool is missing, check whether your message is using HTML format, expand the toolbar, or try a desktop/browser version with more formatting controls.
Use highlighting for deadlines, action items, changes, warnings, and key details. Keep colors simple, readable, and accessible. Most importantly, do not highlight everything. A marker pen is helpful because it points to what matters. If it points to everything, it points to nothing.
Note: This article is written for web publication and is based on current Outlook formatting behavior, Microsoft Outlook support guidance, and practical email-composition best practices. Interface names may vary slightly depending on Outlook version, device, account type, and Microsoft updates.
