Office 365 (Outlook 2011) - Arrange and group items

When you view your list of messages or other items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.), you can select the arrangement and grouping of items, or create more complex custom arrangements.

Do any of the following:

Arrange items

When you arrange items, Outlook sorts them in order by a field that you select. If the field contains text, the items are arranged in alphabetical order.

  1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail, Contacts, Tasks or Notes.

    NavigationPane

  2. On the Organize tab, click Arrange By, and then click an option.

    Organize tab, group 2

     Notes 

    • If the reading pane is on the right, you can also arrange items by clicking the Arrange By heading at the top of the item list (item list: In the main Outlook window, the list of messages, contacts, tasks, or other items. By default, the item list is displayed vertically between the navigation pane and the reading pane.).
    • If the reading pane is below or hidden, you can add or remove columns in the item list. On the View menu, point to Columns, and then select or remove the check mark for each column.
    • If the reading pane is below or hidden, you can also arrange items by clicking the heading of the column that you want to arrange by. A triangle in that heading indicates whether the list is sorted in ascending or descending order.

Group messages

When you group a message list, a heading appears between each group. For example, if you group messages by flag status, the messages are separated into groups labeled "Flagged," Completed," and "No Flag." You can expand and collapse the groups within the message list.

  1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.
  2. In the folder list (folder list: The list of your mail folders visible in the navigation pane, which is the pane on the left side of the main Outlook window. The folder list is only visible in Mail view.), click a mail folder.
  3. On the Organize tab, click Arrange By, and then click Show in Groups.

    Organize tab, group 2

    To hide all the messages in a group, click the triangle next to the group name in the item list.

     Note   

    • You cannot group messages if they are arranged by conversation.
    • By default, messages within a group are sorted by date. To change the sort order within a groups, you can create a custom arrangement.
    • If the reading pane is below or hidden, you can add or remove columns in the item list. On the View menu, point to Columns, and then select or remove the check mark for each column.

Create a custom arrangement for messages

Custom arrangements give you more control and flexibility for displaying messages. For example, messages within a group are generally sorted by date. But you can create a custom arrangement in which messages are grouped by flag status, but sorted within the group by priority.

  1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.

    NavigationPane

  2. In the folder list (folder list: The list of your mail folders visible in the navigation pane, which is the pane on the left side of the main Outlook window. The folder list is only visible in Mail view.), click the mail folder for which you want to create a custom arrangement.

    FolderList

  3. On the Organize tab, click Arrange By, point to Custom Arrangements, and then click Edit Custom Arrangements.

    Organize tab, group 2

  4. Click New add button.
  5. Type a name, select the options that you want, and then click OK.

    EditCustomArrangement

  6. Close the Custom Arrangements dialog box.
  7. On the Organize tab, click Arrange By, point to Custom Arrangements, and then click the arrangement that you created.

Other resources

Filter items by category

See Also:




Keywords:microsoft office 365 event appointment schedule scheduling outlook 2011 calendars email contacts tasks reminders notifications followup flag o365   Doc ID:31179
Owner:Ara M.Group:Office 365
Created:2013-06-25 13:44 CDTUpdated:2015-01-15 12:38 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW-Milwaukee Help Desk
Feedback:  0   1