Microsoft Office Tutorials and References
In Depth Information
Customizing a View
the list of contacts. Outlook sorts the contacts in ascending (A–Z) order. Click again
to sort in descending (Z–A) order. Sort any column in this way.
If you’re looking at your contacts in Business Card or Card view, there are no column
headers to sort by. You can still change the order of the contacts, though, by
selecting View ➝ Reverse Sort (Alt, W, RS). If your contacts currently appear in ascending
order, clicking Reverse Sort displays them in descending order (and vice versa).
Another helpful way to view contacts is by grouping them by some common
criterion, such as company or location. If you want to find all the contacts in a certain
city, for example, grouping is the way to go.
Grouping works only with list-style views, so start by showing your contacts in Phone
or List view. Then choose what you want to group by: The Groups gallery has several
options built in. When you click a group, such as Company, Outlook rearranges the
list, grouping together all contacts that have the same entry in the Company column.
Find the firm you want, and you find all your contacts who work there.
Tip: To see only what you need to see in the list of contacts, use the View tab’s Expand/Collapse button
(Alt, W, E). You can choose to expand or collapse all groups or just the currently selected one.
Customizing a View
If one of Outlook’s views doesn’t show the information you want, you can change the
view to suit your preferences. This is a great help if you’re looking to sort or group by
some category that doesn’t appear in the current view.
Start by displaying the view you want to customize. On the View tab, click View
Settings (Alt, W, V) to open the dialog box shown in Figure 11-8. Here’s where you can
tweak these settings:
• Columns. Click this button to change which columns appear in the view. For
example, you might want to include website addresses or notes.
Tip: For a quick way to customize columns in a view, select View➝Add Columns (Alt, W, AC). In the
dialog box that opens, choose and arrange the columns you want to display.
• Group By. When Outlook groups your contacts, it lumps them together
according to a common characteristic that you choose, such as company. You can nest
groups, as well. For example, you might group by company and then by
department and finally by job title.