Microsoft Outlook Email View Settings – By Joseph Brownell / Tuesday, October 19 2021 / Posted in Latest, Microsoft, Office 2013, Office 2016, Office 2019, Office 365, Outlook 2013, Outlook 2016, Outlook 2019, Outlook for Office 365
Changing the Inbox View in Outlook: Overview Changing the Inbox in Outlook by choosing a different existing view
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By changing the Inbox view in Outlook, you can organize your email to meet your personal needs. The first step to changing the Inbox view in Outlook is to open the Inbox folder. Then click the “View” tab in the ribbon. Then click the “Change View” button in the “Current View” group of buttons. You can then select the name of any of the views listed in the menu that appears to apply them to your inbox. The “Compact,” “Single” and “Preview” options are visible by default. The default view is the “compact” view.
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You can also select the “Manage Views…” command from this menu to open the “Manage All Views” dialog box. This dialog box displays all available views of the current folder and their associated settings. You can select any view you want and then modify it or reset changes made to one of the views. You can create, edit or delete your own custom comments in this dialog box. This same dialog box allows you to customize the view of all folders in Outlook.
Changing the Inbox View in Outlook – Instructions: Picture of the “Manage All Views” dialog box in Outlook. Change the Inbox view in Outlook by creating a new, custom view
If you want to change the Inbox view in Outlook by creating a new custom view, click the “New…” button on the right side of the dialog box. Doing so will open the “Create New View” dialog box. Type a name for the new view in the “New View Name:” text box.
Under that, select the view type to create. Your options include “table”, which arranges the view’s items in columns and rows; “Timeline,” which shows items accessed over time; “card,” which places items in card view; “Business Card,” which displays items using another card view; “People”, which displays a list of people similar to the “People” view of the “Contacts” folder; “Day/Week/Month,” which displays items in a day/week/month style; or “icon,” which displays the icon for the item.
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After choosing your basic folder view, choose who can see this new view. You can choose “This folder, visible to everyone,” “This folder, visible only to me,” or “All email and mail folders.” Then click “OK” to launch another dialog box called “Advanced View Settings” dialog box. This dialog box contains seven buttons that you can click to set advanced visual options. However, depending on the basic view type you select, not all buttons may be available.
Change Outlook View – Instructions: Picture of the “Advanced View Settings” dialog box in Outlook. Change the view of the inbox in Outlook by changing advanced view settings.
If you want to change the Inbox view in Outlook by adding columns to the view, click the “Columns…” button in the “Advanced View Settings” dialog box to open the “Show Columns” dialog box. Then use the drop-down menu in the upper left corner to select a series of fields to display in the list on the left.
To add one of these fields to your new view, select it in the list on the left and then click the “Add” button to add it to the list on the right. To change its order in the list of columns, select that field from the list on the right and then click the “Move Up” and “Move Down” buttons until you want. Then click “OK” after adding and arranging the fields.
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Changing the Inbox View in Outlook – Tips: Picture of the “Show Columns” dialog box in Outlook. Change the view of the inbox in Outlook by grouping items in the view
If you want to change the Inbox view in Outlook, open the “Group by” dialog box by grouping items in the view, then clicking the “Group by…” button. Then use the drop-down menu under “Group items by” to select a field to group the view’s items by. This is usually only used for a basic “table” style view, as it groups similar values in selected fields or fields into expandable and collapsible groups in a table view. You can select up to four fields to group. You can also set whether to group them in “ascending” (A-Z, 1-9) or “descending” (Z-A, 9-1) order by selecting the desired sort option to the right of each grouped field. When you’re done, click “OK” to set the grouping for your view.
Changing the Inbox View in Outlook – Tips: Picture of the “Group By” dialog box in Outlook. Change the Inbox view in Outlook by changing the view’s default order
If you want to change the Inbox view in Outlook by changing the default sort applied to items in the view, then click the “Sort…” button to open the “Sort” dialog box. Then use the drop-down menus under the “Sort By” and “Then By” sections to indicate which field or fields the view should be sorted on. You can sort by up to four fields. Each field can be sorted in “ascending” or “descending” order by selecting the desired option to the right. You can select a set of fields to select sort fields by using the “Choose available fields from:” drop-down list at the bottom of the dialog box. When you’re done, click “OK” to set the sort order for your view.
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Changing the Inbox View in Outlook – Instructions: Picture of the “Sort” dialog box in Outlook. Change the inbox view in Outlook by filtering the items displayed in the view
If you want to change the Inbox view in Outlook by filtering the items that appear in the view, then click the “Filter…” button to open the “Filter” dialog box. This dialog contains “Messages,” “More Options,” “Advanced,” and “SQL” tabs. Click the tab you want to use to set the filtering criteria that include or exclude items from your view.
The “Messages” tab allows you to select filtering criteria using common email fields. The “More Options” tab allows you to select filter criteria by assigned category, message status, message priority settings, and other less frequently used fields. The “Advanced” tab allows you to use the “Fields” dropdown to select from any field available in Outlook to use as a filter. Then use the “Condition” dropdown to select a comparison condition and, if necessary, type a value to compare the field value to in the last text box. Then click the “Add to List” button to add the filtered fields to the list box above.
The “SQL” tab allows you to create statements using the Structured Query Language to select items to display. You can do this if you know how SQL is used in the Outlook application. After creating any filter, click the “OK” button to set the filter for your view.
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Changing the Inbox View in Outlook – Tip: Picture of the “Filter” dialog box in Outlook showing the “Advanced” tab. Change the view box in Outlook by changing the appearance of items in the view
If you want to change the Inbox view in Outlook by changing the appearance of items in the view, click the “More Settings…” button to open the “More Settings” dialog box. Here you can adjust the font display of items in your view. The content available here varies depending on the basic style of the view you are creating. Make any changes you want and then click the “OK” button to apply them to your new scene.
Changing the Inbox View in Outlook – Instructions: Picture of the “Other Settings” dialog box in Outlook. Change the view of the inbox in Outlook by changing the appearance of items in the view that match certain conditions
If you want to change the inbox view in Outlook by changing the appearance of items in the view based on whether the items match certain criteria, click the “Conditional Formatting…” button to display “Open Conditional Formatting”. dialog box.
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Here you can create rules that apply formatting to items that match certain criteria. Some rules already appear here, and you can add more. To add a new rule, click the “Add” button on the right side of this dialog box to add a new rule to the list. Type a name for the new rule in the “Name:” text box. Then click on
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