A View is a group of settings that determine how messages are displayed. In this video, learn how to switch between views and select arrangements to sort or group your messages.
- [Instructor] A view is a group of settings that determine how our messages are displayed here in the information viewer. Whether you're looking at the inbox or the calendar, People or Tasks, whatever Outlook app you're in, you and I work in and with views. We change views and create views, primarily, here on the View tab. There are a number of different views that are already in place. For example, I can change from my current compact view to single which gives me simply a single line, and then my reading pane. And notice when I do that, that things are little scrunched up here. I may need to adjust my columns. I can do that. And I can choose preview view which gives me lots of room but does not display the reading pane. If I display the reading pane on the right-hand side, then preview view looks pretty good to me. And I can return to another view at any time. I also have choices built into the information viewer though, so I don't have to work with the view settings, necessarily, to see what it is that I want to see. For example, I can choose to view all mail, unread mail, and mail that I mentioned, and I have these built-in filters. So here's my unread mail. Super simple. Returning to all mail. Now, in addition to the filters, I have arrangements. I'm arranged currently by date but I could arrange my email instead by whom it is from. I can arrange my email by who it was sent to. By categories, flag status, start date, due date of flags. I can also sort or arrange my emails by size. And you might wonder, well, why in the world would I do that? Most IT departments have policies about how much space your mailbox can take up, and some of them have set that number fairly low, considering how cheap storage actually is today. But if you need to be able to clean out your inbox so you can continue to get messages, then you're better off getting rid of one single message that has gigabytes of attachments rather than working with a hundred messages that are 10 kilobytes or smaller. If you sort by size, the largest on top, I have huge, large, medium. Occasionally, I'll see the word enormous there. Notice that if we need to clean up our email, don't just look here. Also go to your sent items folder. And in the same way, sort it by size. This is stuff you sent to other people, so you must have had it to begin with to be able to send it, therefore it shouldn't be that hard to get rid of some of these items. We can also choose to see our messages by subject. Most of the time, that just makes almost no sense. However, there are cases when it might. For example, I have clients that are universities and colleges, and instructors can tell their students to make sure that they put the course number at the start of the subject of any email, so that they can more easily check emails from their students. And if they do that, then sorting by subject begins to make some sense. We can also sort or arrange by whether an item has attachments, and by account, and importance. And note that all of these options to change views are also available to you here on the view tab. Finally, no matter what view you use, under message preview, you have a choice to show no preview, one, two, or three lines of preview below the sender and the subject.
- Customizing and using categories
- Email management
- Adding a column to a view
- Sorting and filtering in a view
- Conditional formatting
- Using custom search folders
- Customizing and using categories
- Setting AutoArchive options
- Creating custom Quick Steps
- Creating rules from scratch or from messages