Join Gini von Courter for an in-depth discussion in this video Adding a column to a view, part of Outlook 2013: Efficient Email Management.
- By default, almost every Outlook view has columns of information that show you who sent a message, what the subject was, when it was received, and how large it is, and has a place for what categories it's in and whether or not it's flagged. It also has a space for icons that show us things like attachments or whether or not a message is important or low priority. So if I switch from one of these views to another, I'm choosing between those pieces of stock information that are here.
Size, subject, date, and so on. Now perhaps I want to show some information that's not in one of those columns. I'd like to be able to see, for example, if a message was copied to someone else. There's a column for that and I can go pick it up here under add columns. So I'm going to click add columns and choose CC, I'm going to add it, it puts it at the bottom right now. There's the icons for importance, reminders, icons, attachments, then who it's from, below that the subject, and received, size.
I'm going to just move this up a couple of notches here after the received date and say OK. Most of these messages nobody was CC'd on them, so we don't have a lot to show here, but that field is there if I want to be able to see it, and if I get rid of the reading pane you'll actually see that it's right here in the same way that I can sort with any of these different column headings by simply clicking. So it's easy enough to add a column. To remove a column, you're simply going to point to it and you're going to drag it and drop it out of this area.
So I'm going to drag it, for example, up here, notice that x appears, and I just drop it and it is gone. Notice that these column widths are adjustable the same way they are in Excel. Simply go to the divider between the column headings and drag and drop to adjust. As well as being able to add columns and delete columns, I can rearrange columns. If I want size to be first I can just drag it and drop it and rearrange it in that way, for example. But there are some other things that you might wish to do to tweak your view so it appears exactly the way you want it to appear.
So if we go to the view tab and in the current view area, click change view, you will see three views there. We see compact, single, and preview. That's determining how much information is provided in each of the columns, particularly in the subject and body column. So if we choose, for example, single, with single this is where we get one line of a preview and just a little bit of information.
It's the view that we saw just a minute ago. Now if I change this view and say I'd like to choose instead a preview view, it looks very similar, but preview, if I turn the preview setting off, notice it previews nothing. I can preview, for example, three lines. There's a three line preview. I can preview two lines, and so the amount of preview that we see is determined right here. I can change to single view and reset it, and it will go back to just one line and it will kick the reading pane back in because the reading pane was part of that single view that we started with.
The view you and I began with here was actually compact view with a reading pane displayed. So my choices are to use arrangements to be able to choose different types of sort orders, to add columns to have information that I didn't have previously, or to remove columns. Then I can use change view to choose from three major views here in the inbox, compact, single, and preview. You might want to try each of them to see which you prefer, and if you've changed a view a lot and you'd like it to go back to its original factory setting so to speak, switch to that view and click reset view and any changes that you've made will be discarded.
Find the Outlook 2010 version of this course here.
- Recognize what is involved in effective email management in Outlook.
- Reorganize and view emails according to conversation.
- Cite two ways to mark a message as read or unread.
- Arrange emails by date or according to sender.
- Explain the ways to construct inbox folders.
- Determine how to customize and use specific categories.
- Identify how to create search folders.
- Formulate Quick Steps and email rules.