Join Gini von Courter for an in-depth discussion in this video View by group and by conversation, part of Outlook 2016: Advanced Tips and Tricks.
- [Instructor] There are two mechanisms for being able to group information that are on by default in my inbox in Outlook 2016 and those are conversations and smart grouping or groups. Let me show you about conversations first and I want to give you an example of how this works. With conversations all of the messages that are part of the same conversation or thread get grouped together and where they appear in your email is the date of the most recent contribution to that conversation.
And the reason I love this is if I'm out of the office and I come back I don't have to necessarily start at the bottom of my inbox and work my way up to follow a conversation which is what I used to need to do. I'd start with last week the day after I left and I would read all the way forward to make sure I understood the conversation, now I don't need to. All the parts of the conversation are gathered together and notice that I can go look at the parts and pieces even though they weren't sent together this is a conversation two people are having with me and with each other and that's just a great thing.
So conversation view allows me to see all of the information that is part of a conversation. By default the conversation settings include showing messages from other folders so if I reply to a message then information from sent items will be here. To show all of the senders above the subject as you'll notice that Kathy and Leslie are both listed there and to use the classic indented view, these are options that I can turn on and off but if you're new to conversation settings thee are the defaults for a reason, keep them and see how that works for you.
If you want to turn conversations off you can turn it off either here by clicking the check box or you can go to the drop down and turn off show as conversations and then determine if you want to turn it off for just this folder or for all mailboxes. You can turn it on for all mailboxes just as easily if you turn it off. The second option is grouping and we've seen this a couple of times and if you accidentally turned it off you would probably miss it.
Notice show in groups. Remember when we were sorted by size and notice it says medium and there are a bunch of items and then if we scrolled down a little further we'll see items that are smaller and if I collapse the groups that'll make it really easy. Medium, small and tiny. So if I look at this grouping this provides some information to me. If I choose on the other hand date, look what I get. Today, yesterday, last month, older.
As I get to the end of the week it will actually say on Friday it will say yesterday, that'll be Thursday Wednesday, Tuesday Monday, and then it will say last week. The dates are more granular the closer they are to you, once we get past last month it's just older and this smart grouping actually works the way that we tend to think. For example I'll remember that I got an email yesterday or today or last month. Once I get past last month it's just sort of in the past unless there's a reason that I'm looking for a specific date and I can use search to do that.
So this type of grouping, show in groups, for each of the sorts we might use is enabled right here. If I turn show in groups off then there is no grouping. When I sort for example by size there's nothing that tells me when I've gone from my medium size to my smaller size I'm just sorted by size. So show in groups is a pretty great feature and show as conversations, when I'm looking for example by date and by group, another great feature.
If you'd like to be able to quickly flip back and forth from one arrangement to another you can do that here on the view tab. You can choose conversations here on the group tab and you can always modify settings in a view and save these settings. By choosing view settings here or by choosing it in the current view group on the view tab.
- Finding a contact in seconds flat
- Flagging and color-coding emails
- Making use of favorites
- Speed reading email
- Dealing with junk mail
- Sharing your calendar via email
- Including screenshots
- Setting task reminders
- Cloning appointments
- Linking contacts
- Setting up automatic replies
- Reusing text with Quick Parts