Working with Views

Working with Views Using Outlook views, you can control what fields and messages are visible, and highlight messages with different colors and fonts.
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Working with Views[ Team LiB ]Working with ViewsUsing Outlook views, you can control what fields and messages are visible, and highlightmessages with different colors and fonts. You can use views for many more things,including displaying your Outlook items with specific fields showing, printing the itemsand fields shown in the format used in the view, filtering contacts you want to use in amail merge, and copying the visible items and field to use in another program.You can choose one of three ways to apply, customize, and define views. Choose themethod that youre most comfortable using: • Current View menu on the Advanced toolbar • Selecting a view from the Navigation Pane Current View list • Selecting a view using View, Arrange By, Current View menuEach of these methods contains one or more customization options, including CustomizeCurrent View, for customizing the current view; Define Views, for creating new views;and Arrange By, for changing how your items group. For example, the view in Figure 3.1is arranged by date. Figure 3.1. When you enable View, Arrange By, Show Views In Navigation Pane, the views defined for the selected folder are listed at the bottom of the Navigationpane. You can also use the Current View toolbar button or the View menu to selecta new view. Right-click on the Arranged By: field heading to change the grouping. Custom on the Arrange By menu opens the same Customize View dialog as Customize Current View on the Navigation Pane.Arrange By is a smart grouping feature thats new to Outlook 2003. You can use it toquickly group by different fields. Arrange By isnt a new view; its a different way ofviewing the current view. When you expand or collapse groupings and then switcharrangements, the expanded or collapsed state of the Arrange By: groups isntremembered. You must make a new view to save this and other settings.Also new to Outlook 2003 is the two-line list view. When the list pane is fewer than 100characters wide, the items header information displays over two lines so that you can seemore information about the message or item in a smaller space. When the list pane isgreater than 100 characters wide, the list is on just one line, enabling you to see moreitems in the same amount of space. Turn the Reading Pane off and on to switch between the one-and two- line lists. Open View, Arrange By, Custom, Other Settings and change the character count to a lower number. Slide the Reading Pane to the right to switch to the one-line list and you can still use the Reading Pane. Use this dialog to disable or always force the two-line list.The two-line list shows just the first six fields used in the view. By default, they areImportance, Icon, Attachment, From, Subject, Received Date, and Quick Flags. Changingthe order of the fields changes the fields youll see in the two-line list. The Quick Flag column is always the rightmost column. You have to disable Quick Flags to move the flag column. Disable the Quick Flags column by right-clicking on the field names in the header row and choosing Custom. Select the Other Settings button, and then uncheck Show Quick Flags.In most cases, changing the current view affects only the current folders view. To changethe view across all folders, you must modify the view, not customize it. Open the CustomView Organizer using View, Arrange By, Current View, Define Views and select theview by name (not ), and then choose Modify. This opens thefamiliar Customize View dialog and applies the changes to all folders that use the sameview (see Figure 3.2).Figure 3.2. The Customize View dialog contains links to all the custom view options.After changing the fields, arrangements, or other view options, restore the default viewsettings from the Customize View dialog or Reset Current View button, or reset theviews from the Custom View Organizer. Outlook has a startup switch that you can use to reset all views to the default. Use this switch with care because all customized views are deleted. To reset all views, from the Start menu, select Run. In the Run dialog, type C:\Program Files\Microsoft Office\OFFICE11\OUTLOOK.EXE /cleanviews.Message ViewsEach Outlook item type includes several predefined views. For many users, those viewsare all they need. Using smart grouping, Message view may be the only view youll everneed to use.The default views for Mail and Post folders used for Exchange Server and POP3 mailaccounts, as well as archives and personal folders, include Messages, Messages withAutoPreview, Last Seven Days, Unread Messages in This Folder, Sent To, and MessageTimeline.The local message store for IMAP accounts has additional default views, including IMAPmessages, Hide Messages Marked for Deletion, Group Message Marked for Deletion,and Not Downloaded.All new Mail and Post folders use the Message view, whereas IMAP folders use theIMAP Messages view by default. Messages with AutoPreview and IMAP Message views display a three-line preview of the message body instead of using the Reading Pane. AutoPreview is 100% safe from viruses.Calendar ViewsYour Calendar folders offer the most view options. The Day/Week/Month andDay/Week/Month View with AutoPreview views are planner-style calendars, whereas theremaining views (Active Appointments, Events, Annual Events, RecurringAppointments, and By Category) use a table format. Use By Category to view all of yourcalendar items on one screen. You can drag items not assigned to categories to add themto a category.The Day/Week/Month views use the Day Planner view by default, or you can chooseWork Week, Week, or Month view within the view. Along with changing the daydisplay, you can ...