Join Gini von Courter for an in-depth discussion in this video Sort and filter a view, part of Efficient Email Management with Outlook 2016.
- [Voiceover] With any view, not only can we add columns, rearrange columns, and delete columns, and choose different presentations like single, compact, and so on, we can also sort and filter just like we might in other applications that list data whether that's SharePoint, or Excel, or Access, or even Microsoft Word. The easiest place to both sort and filter is to switch over to the Home tab, not to the View tab. Let's start with sorting. Right now the sort that's in place is a sort that's by when messages were received.
If I click RECEIVED, it will sort it in opposite order each time I click it and if I look at the heading at the very top, I can tell that now it's on the first. Now the first is at the bottom and it's the 27th. If I want to sort, for example, by who it's from, I can click FROM and notice that it's sorting and it's also grouping for me by subject. Sorting and grouping by size. Largest to smallest or smallest to largest. I'm going to return to the default sort order, which is receive date.
Filtering, first go to the Find area, click the drop down and notice that you can filter for whether messages were Read or Unread, whether they have Attachments, when they were received, how they were categorized or Flagged, which we haven't done yet, their level of importance. They were either Sent to me or I'm CC'd or More Filters and with More Filters you can enter information here in the same way that we use this for instant search.
Search and Filter really are the same except you can save a filter as part of a view. So let's filter for simply our Unread messages. Now, we know already there are 17 of them cause it says so in my status bar. 29 Items, 17 Unread currently in my mailbox. I'm going to click on Read and it sorts them so that I only see the unread messages. And notice that it's fired up Search. is read:no. So I could actually search for "is read:no".
Has Attachments. Three of them. And notice, again, it's always firing up the Search pane for me. Messages that were received yesterday. There are a number of messages yesterday. This is how we filter and if there's a filter that is in place and that's a filter that you want to save, you can save the view and saving the view includes saving a filter. You notice that filter leverages search to do the work of filtering, which also means that there's a cap in the filter of 250 items unless you turn that option off as I showed you in a previous movie, but otherwise you will get the first 250 items that meet your filter criteria.
Close my search, everybody's back, looks good. In summary, if we are going to add columns to our view, we're going to do that on the View tab. We can also sort on the View tab, and we can group here as well. We can choose different views on the View tab and if we wish to filter a view, we'll do that on the Home tab using the filter email choices in the Find group. This is how we can quickly create filtered views or filter or sort the existing views in Outlook 2016.
- Viewing messages by conversation
- Ignoring a conversation
- Using Mailbox Cleanup
- Arranging email by date or by sender
- Sorting and filtering views
- Creating inbox folders
- Customizing and using categories
- Using a custom search folder
- Creating Quick Steps and email rules
- Using automatic replies