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Outlook 2010: Effective Email Management

Saving the current view


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Outlook 2010: Effective Email Management

with Gini Courter

Video: Saving the current view

Now that we have learned how to add columns to Views and Sort and Filter, it makes sense to learn how we can save a view, so that once we have created the view we want, we can use it in other folders or save it for reuse later in the folder that we're in. One of the biggest reasons that Microsoft Office was redesigned to replace the old interface with the Ribbon was the hope that infrequently used commands could be re-positioned, so that they would be where the users needed them, when they needed them. And saving views is, for me, one of the best examples of how that has worked.

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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
Subjects:
Business Productivity Email
Software:
Outlook
Author:
Gini Courter

Saving the current view

Now that we have learned how to add columns to Views and Sort and Filter, it makes sense to learn how we can save a view, so that once we have created the view we want, we can use it in other folders or save it for reuse later in the folder that we're in. One of the biggest reasons that Microsoft Office was redesigned to replace the old interface with the Ribbon was the hope that infrequently used commands could be re-positioned, so that they would be where the users needed them, when they needed them. And saving views is, for me, one of the best examples of how that has worked.

In previous versions of Outlook, you have to go to Define View and change a number of settings, but here in Outlook 2010, it's really easy to save a view. If I have created a view that has exactly the things I want in it, for example, it's sorted by subject or sorted by person, and I have added perhaps a column, just go ahead and add Cc column, and move it up the list, so it's right after the subject. I have a View that has never existed until this moment, and I want to save this View. I want to save this View as From, including Cc.

It's very easy to do this. I'm going to, on the View tab, in the Current View group, go to Change view and choose Save Current View As a New View. A dialog box opens, and I can name this view then. So, this is From, and, or I could use the ampersand, From & Cc. My choice is to make this View available in all of my folders, All Mail and Post Folders, that would include public folders that I have access to. Or, if I am creating a view for a public folder, I might want to create either a public view in a public folder or a private view, visible only to me in a public folder.

I am going to say that this is a universal view for all of the folders that I have access to, and say OK. Now that view has been added to the gallery of views on the Change View dropdown list, right here. I can switch back to Single View, and then quickly and easily switch back to From & Cc, right here. Now, remember that I saved this saying it's valid in All Mail and Post Folders, so if I go to my Sent Items folder, I can also use the From & Cc view here, that shows all the messages I sent, who they were from - that part is pretty boring - but also anyone I copied on those messages when I sent them.

Returning to my Inbox then, if I wish to delete that view that I created already, I can go to Manage Views, choose the view I created and delete it. When I delete the view and click OK, the view no longer appears now on my Change View dropdown list. With the new Ribbon interface in Outlook 2010, it's very easy to create and save views for your use in your folders or public folders.

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