Join Gini von Courter for an in-depth discussion in this video Arranging mail by date or sender, part of Outlook 2010: Effective Email Management.
A view is a group of settings that determine how information is displayed here in the Information viewer in Outlook 2010. We'll set our views on the View tab of the Ribbon. There are a number of different arrangements in place that are already included on the dropdown list of View Settings. So, for example, if we wanted to see all of the messages by sender, we would simply click From, and all of the messages are arranged by sender, or From, in alphabetical order. If we wanted to see, for example, all of the dates again, we'd simply click and find the groupings by Date, Last Week, Two Weeks ago, Three Weeks ago, and so on.
This is called Smart Grouping, this grouping by days or by weeks, by months. We have Today, Yesterday, This Week, which is earlier this week, Last Week, and then if we're in the middle of the month, it'll say the Prior Month. So we'll get the last two weeks, and then it'll start going by months and then even earlier. We get the same kind of grouping when we choose anything that is not granular. For example, when we choose Size, instead of having 13KB, 12KB, 11KB, and so on, what Microsoft Outlook does is it lumps them.
One group for very large. There is actually a bigger group, larger than a megabyte, that's called Huge. Large, Medium, Small, and so on. See, you'll find all of these different arrangements already saved here in Microsoft Outlook. Now, you don't need to choose an arrangement here; you can actually choose sort orders or arrangements in two other locations. For example, if I wanted to sort by who the messages were from, I can click From, and it is the same as if I went up to Arrangements and choose From. Notice it's even highlighted.
If I wanted to sort by Size, I can click Size, and you'll notice Size is highlighted. So if I'm on the Home tab and quickly wanted to sort by Subject, rather than go to the View tab and choose Subject or Conversation, I can simply click Subject right here in the Information viewer and save myself some extra steps. The nice thing, however, is that I can create my own view settings and save them here if I wish. So this view grouping of Arrangements provides me with one solid space to be able to go and choose all of the most logical groupings that have already been put together.
Note that if I choose Date, it shows me that I'll have a Conversation mode turned on. That's because earlier we turned on the Conversation's check box. If we turn that off, conversations no longer appears along with the choice of the date arrangement. However you wish to see your information, whether by subject, by who it's from, by size, by date received, all you need to do is choose an arrangement or click to quickly sort and group your messages in the Information viewer in Outlook 2010.
- 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