[ Team LiB ] Creating Custom Views

[ Team LiB ] Creating Custom Views The power of views comes not from the predefined views, but from the ability to create your own custom views. You can customize the current view used on any folder, create new views, or customize any of the default views included with Outlook. All custom view options are on the Custom View dialog. Open the dialog by rightclicking on the field names at the top of the list pane and selecting Custom. The options you can choose from when customizing or creating views include...
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[ Team LiB ] Creating Custom Views[ Team LiB ]Creating Custom ViewsThe power of views comes not from the predefined views, but from the ability to createyour own custom views. You can customize the current view used on any folder, createnew views, or customize any of the default views included with Outlook.All custom view options are on the Custom View dialog. Open the dialog by right-clicking on the field names at the top of the list pane and selecting Custom.The options you can choose from when customizing or creating views include • Fields— Select the fields you want visible in your view, or remove fields you dont need, using the Show Fields dialog (see Figure 3.6). Use this dialog to control the number of lines used in the multiline layout. Not all of these options are available for all view types. Figure 3.6. Use the Show Fields dialog to select and remove fields from your view. You can select any item type from the Select Available Fields From list for use on any other item type; however, not all fields are available on all items.• Group By— Enables you to choose specific fields to group by or use the default of Automatically Group According to Arrangement (see Figure 3.7). Automatic grouping enables you to click on a field name and group by that field or select a grouping from the smart grouping menu. The Group By dialog also has the default Expand/Collapse setting for the view. Figure 3.7. Use the Group By dialog to control how your view is displayed. Using automatic grouping enables you to change the grouping by right- clicking on the field names and choosing a new grouping. Use grouping to group by fields that you need to change, and then drag the items between fields to change the groups. For example, group by the Private field, and then drag items between the Private: Yes and Private: No groups to change the Private setting on the items. You can also use grouping to change company names and add categories, but not remove categories.• Sort— Enables you to choose up to four fields to sort by, in ascending or descending order. Use this to create views that sort by sender, and then by received date, for example.• Filter— Possibly the most powerful option available in views. It uses the same dialog, conditions, and actions that are used by Search Folders, automatic formatting, and Advanced Find.• Other Settings— Provides you with many of the display options for the view, including the fonts used for the list items and field names, whether AutoPreview or the Reading Pane is enabled by default, and Quick Flag options (see Figure 3.8). Figure 3.8. Use Other Settings to set column display and preview options for your view. Enable Shade Group Headings to make your group headings smaller but easier to see.• Automatic Formatting— Provides you with powerful options for displaying your Outlook items (see Figure 3.9). Figure 3.9. Choose Add and enter the condition and font formatting for your automatic formatting rule. Rules are applied in the order listed, and if two rules apply to one item, the item is formatted by the first rule. Automatic formatting uses the same filter dialog as filters and gives you the opportunity to display filtered items using different font formatting instead of simply showing or hiding the items. Using automatic formatting in conjunction with filters, you can create more granular filters by highlighting items that meet different conditions. For example, you could create a filter to show all email from your boss and use automatic formatting to colorize messages sent only to you in blue, messages ccd to you in green, and messages sent to you and ccd to others in red. Create simple automatic formatting rules by choosing Tools, Organize, and then Using Colors. Automatic formatting rules created this way are stored with the view youre using. If you change views, the messages lose the formatting.• Format Columns— Use with the one-line view (Reading Pane off) to control how each field displays and change the name displayed for the fields shown in the view (see Figure 3.10). Figure 3.10. Change how the date and size fields display and whether to use icons or text for the Flag, Importance, and Attachment fields. Use Format Columns to remove field names from group headings when using a one-line view. • Reset Current View— Restore the default views to their original state. This button is disabled for custom views ...