Get control of your mailbox 5: View settings

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!
So, we need to get organised…!
This article is the fifth in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Column settings

You can add and remove columns in your mail folder screen (each email folder can be set individually) so that you can view the information that is relevant to you. For example, if you do not categorise or follow up your emails then you would not need to view these columns. Similarly, if you have more than one email address you may need to have a column that shows which email account the email was sent to.

Add new columns

There are many different columns available to add to your folder view. Each data field in Microsoft Outlook has an associated column header.
To add a new column:
1. Right click on one of the column headers
2. Select ‘Field Chooser’
3. Find required column header and drag the header up to the header area

Remove columns

Columns can be removed so that they are not displayed on the screen. They can be re-added to the view at a later date if required.
To remove a column:
1. Right click on the column header to remove
2. Select ‘Remove this column’

Re-order columns

To re-order the columns, simply drag the column header to the required location

Sort and Group emails

To make it easier to find emails, you can use various sorting and grouping methods. Generally emails are sorted by date received, where the newest email is displayed at the top of the screen. However, you can sort or group emails by any of the column headings displayed.

Sort by column

To sort emails by a specific column, simply click on that column header. Clicking a second time will reverse the sort order.

Group by column

To group emails together within a column:
1. Right click on a column header
2. Select ‘View settings’
3. Click on the ‘Group By’ button
4. Select which column to group by under ‘Group items by’
5. Click OK
Each group has its own heading, which can then be used to display or hide the items under that heading by clicking on the symbol to the left of the heading.

All of the above methods can be used in any area of Microsoft Outlook where a columnar view is used.

Learn more about Microsoft Outlook >>

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