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Adding a column to a view


From:

Outlook 2010: Effective Email Management

with Gini Courter

Video: Adding a column to a view

By default, the Information viewer will provide columns that show you who sent a message, what the subject was, when it was received, its size, what categories it's in, and whether or not it's flagged. It might be that you want to see some other information about a message that's not supplied here. If that's the case, simply click on the View tab and in the Arrangement group, indicate that you'd like to add a column to the View. This opens the Show Column Dialog box, which replaces the Field Chooser that we saw in prior versions of Outlook.
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Watch the Online Video Course Outlook 2010: Effective Email Management
1h 44m Intermediate Aug 25, 2010

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In Outlook 2010: Effective Email Management, author Gini Courter demonstrates techniques to streamline the Outlook mailbox workflow. The course covers strategies for customizing views, adding filters, utilizing flags, and creating and organizing folders. The course also shows how to automate tasks as well as make effective use of QuickSteps to process email, and more.

Topics include:
  • Viewing messages by conversation
  • Tagging messages with flags and categories
  • Understanding flags and the To Do list
  • Sorting and filtering email
  • Creating a search folder
  • Creating QuickSteps and email rules
  • Using automatic replies
Subject:
Business
Software:
Outlook
Author:
Gini Courter

Adding a column to a view

By default, the Information viewer will provide columns that show you who sent a message, what the subject was, when it was received, its size, what categories it's in, and whether or not it's flagged. It might be that you want to see some other information about a message that's not supplied here. If that's the case, simply click on the View tab and in the Arrangement group, indicate that you'd like to add a column to the View. This opens the Show Column Dialog box, which replaces the Field Chooser that we saw in prior versions of Outlook.

Between these two columns, we can actually see all of the columns that are already displayed and all of the columns that are available to be displayed, in the Information viewer. This is a list of frequently used fields. I can also find every field that's available in an e-mail message, all mail fields. So, for example, if I wanted to know who was copied on messages, a field that doesn't appear here, I can choose Cc and add it. Now, I can move this up the list here. That's one possibility. I will also have the choice, of course, to drag and drop it here in the Information viewer.

But let's go ahead and move it up, right after From, and click OK. Notice that the Cc field has been added to the Information viewer. I can widen it here. I can grab my field heading and rearrange it here. If you want to remove a field from a view, you can either click Add Columns and actually select Cc and remove it and click OK, or you can take a field and drag it out of the Information viewer and drop it when the black X appears. As well as adding and removing columns and rearranging columns in a view, there is one other thing that you might want to do to tweak the view so that it appears the way you'd like it to look.

If we go under Current View on the View tab to change view, there are actually three settings that determine how much depth is presented in each of the columns. This is single, and it's the default. If I choose Preview, what I'll see is I'll actually see the single view here, but with more information about the message. You might wonder why there's no more information about this message from Kim Romano, and it's really easy to answer that. You only get a preview from messages that you haven't yet read. So if I point to a message and I open it and close it, now the preview for that message disappears.

The second choice then, working backwards, is single, which we saw earlier. Notice that when I switched to Preview, the Reading Pane disappears. When I switch back from Preview, the Reading Pane once again appears. And then I have a view that's called Compact, and with Compact, it's just as tight as it can possibly be - very similar to Single. When I change the width of all of my columns, with Compact, you'll notice that information simply disappears. When I change the width of my Preview, if I'm in Single, the information will double up; it will not disappear.

So I can add columns to a view to have more information than I had, and I can change the amount of information presented in each column in a view to have a greater depth of information. Use both adding or removing columns and changing your View Settings to get the information that you need to see in the Information viewer, here in Outlook 2010.

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