Create, change, or customize a view

Each Microsoft Outlook folder, such as Inbox and Calendar, displays its items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) in a layout called a view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.). There are several standard views available for a folder that you can choose from or you can create custom views. A view is composed of a view type (view type: The basic structure of a view. When you create a view, you must first select one of five view types (table, timeline, day/week/month, card, or icon) to determine how information will be arranged and formatted in your new view.), fields (field: An element of a table that contains a specific item of information, such as a last name. A Title field might contain Mr. or Ms. Databases such as Microsoft SQL Server refer to fields as columns.), colors, fonts, and many other settings, and gives you different ways to look at items in a folder.

For example, by viewing the Contacts folder in Business Cards view, you can display names and addresses in blocks that look similar to paper business cards. This view is a convenient way to look up the mailing address of a contact (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.). In Phone List view, you can view contacts in a table format with details such as job title and department name. This view is helpful to quickly find a contact's telephone number or job title.

What do you want to do?


Create a new view or customize an existing one

Do one of the following:



Create a view based on a standard view

  1. Switch to the view that you want to base the new view on.
  2. On the View menu, point to Arrange By, and then click Custom.
  3. For each type of change that you want to make, click a button, and then select the options that you want. For example, if you want to add or remove columns, click Fields (columns are also known as fields). Then add or remove fields, or create a custom field.
  4. When you finish making changes, close the Customize View: view name dialog box.
  5. On the View menu, point to Current View, and then click Define Views.
  6. In the Views for folder folder name box, click Current view settings.
  7. Click Copy.
  8. In the Name of new view box, enter a name.
  9. To change where the new view will be available, click an option under Can be used on.

 Notes 

  • If you are using multi-line layout and have added several fields to your view, you may need to increase the number of lines displayed in multi-line layout to see all the information.

ShowHow?

  1. On the View menu, point to Current View, and click Customize Current View.
  2. Click Other Settings.
  3. Under Other Options, change the value entered for x in Use compact layout in widths smaller than x characters.

For example, a setting of 80 characters indicates that whenever the list of message headers is reduced to a width of fewer than 80 characters, Outlook automatically displays a two-line preview.


Create a view from scratch

  1. On the View menu, point to Current View, and then click Define Views.
  2. Click New.
  3. In the Name of new view box, type a name.
  4. In the Type of view box, select the view type (view type: The basic structure of a view. When you create a view, you must first select one of five view types (table, timeline, day/week/month, card, or icon) to determine how information will be arranged and formatted in your new view.) that you want.
  5. To change where the view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) will be available, select an option under Can be used on.
  6. Click OK.
  7. In the Customize View: view name dialog box, select the options that you want to use.
  8. When you finish selecting options, click OK.
  9. To use the view immediately, click Apply View.

 Notes 

  • If you are using multi-line layout and have added several fields to your view, you may need to increase the number of lines displayed in multi-line layout to see all the information.

ShowHow?

  1. On the View menu, point to Current View, and click Customize Current View.
  2. Click Other Settings.
  3. Under Other Options, change the value entered for x in Use compact layout in widths smaller than x characters.

For example, a setting of 80 characters indicates that whenever the list of message headers is reduced to a width of fewer than 80 characters, Outlook automatically displays a two-line preview.


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Change the name of a custom view

  1. On the View menu, point to Current View, and then click Define Views.
  2. In the Views for folder folder name box, click the view that you want to rename.
  3. Click Rename.
  4. In the New name of view box, type a new name.

 Note   You cannot rename a predefined view, even if you have customized the view. Instead, copy the predefined view, give the copy a new name, and then change the settings.

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Change when and where a view is available

  1. On the View menu, point to Current View, and then click Define Views.
  2. In the Views for folder folder name box, click the view that you want to be available in other locations.
  3. Click Copy.
  4. In the Name of new view box, type a name.
  5. To change where the view will be available, click an option under Can be used on.
  6. Click OK.
  7. To use the view immediately, click Apply View.

 Note   New views are added to the Current View submenu (submenu: A menu that appears when a user points to a command on a higher-level menu.).

Change the font and other elements in a view

  1. Switch to the view that you want to change.

ShowHow?

  • On the View menu, point to Current View, and then click the view that you want.
  1. On the View menu, point to Arrange By, and then click Custom.
  2. Click Other Settings.
  3. Select the options that you want, and then click OK.

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Reset a standard view

  1. On the View menu, point to Current View, and then click Define Views.
  2. In the Views for folder folder name box, click the view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) that you want to change back to its original settings.
  3. Click Reset.

 Note   If the Reset button is unavailable, you may have selected a custom view or a standard view that has not been customized.

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Delete a custom view

  1. On the View menu, point to Current View, and then click Define Views.
  2. In the Views for folder folder name box, click the view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) that you want to delete.
  3. Click Delete.

 Note   You cannot delete a predefined view, even if you have changed the settings for the view.

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Applies to:
Outlook 2007