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View It Your Way

Friday, August 25th, 2006 by | Filed Under: MS Office Help, MS Outlook
 
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View It Your Way

Have you ever found yourself wishing you had different information displayed in MS Outlook for your e-mail?

Yeah, me too.

There are just certain things I’m interested in seeing and some stuff I don’t care about at all.

If only it could all be done my way.

Oh, but wait.

It can be my way!

With a few quick clicks, I can set Outlook to give me what I want, where I want it.

The set up of the e-mail information (called fields) deals with what to include, what not to include and what order to place it all in. This is all a part of a View in MS Outlook.

To quote the MS Office Assistant, “Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats.”

Basically, what you want, where you want it.

Interested in finding out how to take control of your view in MS Outlook?

Yes?

Good. Then let’s get right to it!

There are a couple of different ways to make changes to your MS Outlook view. Your method depends on how you like to see things while you work.

If you prefer to see lists of what’s available, what’s been selected and its placement, you’ll probably like the following method the best.

The first thing is to open the window which will allow you to choose and place the fields of information you want to display.

If you’re using Outlook 97, go to the View menu, Show Fields choice.

If you’re using a newer version, try the View menu, Current View submenu, Customize Current View choice.

Then click the Fields button in the View Summary window that opens.

However you got there, you should be looking at the “Show Fields” window.

On the left, you’ll find a list of available fields not currently displayed. The right will show you the list of fields that are currently being used in their display order.

To add a field, simply select it on the left and then click the Add button in the center.

Removing a field is just as easy. Select it in the right side list and click Remove in the center.

To change the order of the displayed fields, select one in the right list and use the Move Up and Move Down buttons below the list to change their order.

When you’ve gotten everything just the way you like it, simply click OK. (And OK again if you’re using one of the newer versions of Outlook).

Now, if you’re a person who’s a little more into the “drop and drag” of items, then this second method of field rearrangement will probably be more to your liking.

To begin, you need to right click on any field name (the names just above the actual e-mail information) in Outlook.

Then pick Field Chooser from the pop up menu.

The Field Chooser window will open.

In the window, you’ll be able to find all fields that are not currently displayed.

At the very top, you’ll find a drop down list of all field categories. Among them is the choice to show all fields, but if you know what type of information you’re looking for, the other categories can produce much smaller lists to sort through.

Once you’ve located a field you want to add to your view, simply click, hold and drag it to the field names in the mailbox window.

A small arrow will appear letting you know where the new field will be located if you release the mouse button at that time.

Find your preferred location and release the mouse button.

If you’d like to rearrange fields that are already displayed, just click, hold and drag the field to the new location.

To remove a field, click, hold and drag it down below the field names, then release the mouse button.

It will be removed from your display and you will immediately find it listed in the Field Chooser.

When you’ve completed all your changes, close the Field Chooser window.

Poof!

The information you’re seeing in Outlook is probably a lot more to your liking.

Definitely all your way!

~ April

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View It Your Way

Friday, November 19th, 2004 by | Filed Under: MS Office Help
 
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View It Your Way

Now that we know some of the possible “whys” for the Custom View feature—let’s get right to the “hows” of the process.

The first thing you need to do is to open your workbook and go to the location you want to work with.

At this point make the necessary changes to settings and other things at this location.

Now we’re ready to create the view.

Go to the View menu, Custom Views choice. (Alt then V then V will work too.)

The Custom Views window will open.

image

Click the Add button to create the new view.

The window that opens will allow you to name the view (something meaningful will be the most helpful) and to make a couple of choices about how much is to be saved in the view.

image

Name the view and uncheck any boxes for settings you don’t want saved.

“Print settings” will save the currently selected print settings with the new view.

“Hidden rows, columns and filter settings” will save these options with the new view.

When you’ve named the view and made all your choices click OK.

You’ll be returned to the workbook exactly where you were when you started the process.

You can repeat these steps to create different views within the same file—any location, any settings.

To actually use the Custom Views you simply need to return to the View menu, Custom Views choice.

In the Custom Views window select the name of the view and click Show.

image

Instantly you’ll be taken to the selected location with everything as you set it up to be!

Should you ever need to remove a view from the list simply return to the Custom Views window, select the name of the view to remove and click the Delete button.

Cool! If only I had this feature for the house—click and we return to the clean view of the living room.

Sorry, day dreaming again…

~ April

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View It Your Way

Wednesday, November 17th, 2004 by | Filed Under: MS Outlook
 
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View It Your Way

Have you ever found yourself wishing that you had different information displayed in MS Outlook for email?

Yeah, me too.

There are just certain things I’m interested in seeing and some stuff I don’t care about at all.

If only it could be all my way.

Oh… but wait.

It can be my way!

With a few quick clicks I can set Outlook to give me what I want, where I want it.

The set up of the email information (called fields)—what to include, what not to include and what order to place it all in—is all a part of a View in MS Outlook.

To quote the MS Office Assistant, “views give you different ways to look at the same information in a folder by putting it in different arrangements and formats”.

Basically: what you want, where you want it.

Comments are closed.

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