Microsoft Office Tutorials and References
In Depth Information
Enjoying the Views
Every Outlook module has its own selection of views, as well as its own set
of Ribbons. The calendar has (among others) a view that looks calendar-like.
The Contacts module includes a view that looks like an address card. All
modules enable you to use at least one type of Table view, which organizes
your data in the old-fashioned row-and-column arrangement.
Each type of view is organized to make something about your collection of
information obvious at first glance. You can change the way that you see a
view by sorting, filtering, or grouping. You can organize an endless number
of ways and view the information that you save in Outlook. How you decide
to view information depends on what kind of information you have and how
you plan to use what you have. You can’t go too wrong with views, because
you can easily create new views if the old ones get messed up. Feel free to
You don’t have to do anything to see a view; Outlook is always displaying a
view. The view is the thing that takes up most of the screen most of the time.
The view (or the Information Viewer, in official Microsoftese) is one of only
two parts of Outlook that you can’t turn off. (You also can’t turn off the menu
bar.) Most people don’t even know that they have a choice of Outlook views;
they just use the views that show up the first time they use Outlook. So now
you’re one step ahead of the game.
Each view has a name, which you can usually find in the Current View section
under the Home tab of the Ribbon. If you don’t see a Current View section
under the Home tab, click the View tab. For some reason, Microsoft doesn’t
always put the Current View section in the same place on every module’s
All modules have some version of the Table view — a rectangle made up of
rows and columns. Some Outlook commands also refer to this arrangement
as a List view. In either case, if you create a new item (by adding a new task
to your Task list, for example), a new row turns up in the Table view. You see
one row for each task in the Table view (as shown in Figure 16-3).
The names of Table views often contain the word list, as in Simple list, Phone
list, or just list. The word list means that they form a plain-vanilla table of
items, just like a grocery list. Other Table view names start with the word By,
which means that items in the view are grouped by a certain type of
information, such as entry type or name of contact. I discuss grouped views later in
the chapter and show you how to group items your own way.