Create, change, or customize a view

Create, change, or customize a view

Each Outlook folder, such as Inbox and Calendar, displays its items in a layout called a view. And each folder has several predefined views that you can choose from, or you can create custom views.

A view is composed of a view type, fields, colors, fonts, and many other settings, and gives you different ways to look at items in a folder. You can build a new view based on an existing one, or you can create a new, custom view.

What would you like to do? Click one of the headings below.

Change the font or font size in the message list

  1. Select View > View Settings.

  2. Select Other Settings in the Advanced View Settings box.

    Change your view settings.
  3. Select Column Font or Row Font.

    You can change the fonts and font sizes in your view.

    Note: To change the font size of the message preview, sender name, and subject in the default Inbox view, choose Row Font.

  4. Select the font, font style, and size you want, then click OK three times to save your settings and apply your changes.

    Note: If you only want to change the font or font size for the message preview (the line of message text you see under the subject and sender, select Font under Message Preview.

Change your font or font size in the Reading Pane

The Reading Pane doesn't allow you to change the default font or font size. However, you can zoom in or zoom out easily each time you switch to a different message. You can also tell Outlook to display all of your email messages in plain text, and have more control over the font size.

  1. To zoom in or out in the Reading Pane, look for the magnification slider at the bottom right corner of the Reading Pane.

    You can zoom in or out in the Reading Pane.
  2. Move the slider left or right to change the size of the text in the Reading Pane.

    Note: Any change you make to the zoom level only persists while you're viewing the message. If you select a different message, the zoom percentage will return to 100%. If you click back to the first message, the zoom percentage isn't saved.

Sometimes, it's easier to start with a brand new view rather than modifying an existing view. You can create a new view in any Outlook folder.

  1. Click View > Current View> Change View > Manage Views > New.

    Select Change View to pick a new view.

    Note: If you want to start from an existing view, in the Manage All Views dialog box, select <Current view settings> and then select Copy.

  2. Enter a name for your new view, and then choose the type of view.

    Create a new view.
  3. Under Can be used on, accept the default setting of All Mail and Post folders or choose another option, and then choose OK.

  4. In the Advanced View Settings: New View dialog box, choose the options that you want to use, and then choose OK.

  5. To use the view immediately, choose Apply View.

There are several different types of views you can choose when creating new view.

  • Table A table view shows your information in rows and columns. This is one of the most effective views for email messages.

  • Timeline A timeline view shows your items along a fixed timeline. It's useful for tasks or for folders that contain a small number of items spread out over a period of time, for example, a collection of twenty emails for a specific project.

  • Card Card views are typically used for contact folders. In a card view, you'll see a variety of fields that apply to each item, whether they're filled in or not.

  • Business Card Business card views are typically used for contact folders. In a business card view, you only see fields that contain data.

  • People A people view is a view of your contacts that doesn't show the same level of detail you see from Card or Business card views. You'll see a list of your contacts with their name and photo.

  • Day/Week/Month A Day/Week/Month view is typically used for Calendar folders, but you can use it for email folders as well.

  • Icon An icon view shows your items with an icon and their subject. This view is useful for folders with few items or for notes folders.

Important: You can't delete a predefined view, even if you changed its settings.

  1. On the View tab, in the Current View group, choose Change View > Manage Views.

  2. Under Views for folder, select the custom view that you want to remove.

  3. Choose Delete, confirm deletion, and then choose OK.

What you like to do?

  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.

Note: All programs on your computer that use date settings from your operating system will be affected by the changes that you make in Control Panel.

  • 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.

    How?

    • On the View menu, point to Current View, and click Customize Current View.

    • Click Other Settings.

    • 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.

  • New views are added to the Current View submenu.

  • In Contacts, Tasks, and Notes, you can quickly change the current view by using the Customize Current View option in the Navigation Pane.

  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 that you want.

  5. To change where the view 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.

Note: All Office 2007 programs on your computer that use date settings from your operating system will be affected by the changes that you make in Control Panel.

  • 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.

    How?

    • On the View menu, point to Current View, and click Customize Current View.

    • Click Other Settings.

    • 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.

  • New views are added to the Current View submenu.

  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 can't 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.

  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.

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

    How?

    • On the View menu, point to Current View, and then click the view that you want.

  2. On the View menu, point to Arrange By, and then click Custom.

  3. Click Other Settings.

  4. Select the options that you want, and then click OK.

  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 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.

  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 delete.

  3. Click Delete.

Note: You can't delete a predefined view, even if you have changed the settings for the view.

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