Office 365 (Outlook 2016 for Windows) - Sorting Messages

Outlook 2016 displays messages in your various mailboxes according to a combination of grouping and sorting. In order to best organize your inbox for your needs, you are given the option of using a pre-defined "arrangement", many of which use both methods. If these arrangements do not provide the view you desire, you may also customize the grouping and sorting criteria.

Grouping: Allows you to lump together sets of emails based on the criteria you opt to use. By default, messages are grouped by when they are received, i.e. Today, Yesterday, Last Week, Last Month, and Older. Other common criteria include grouping by conversation, importance, and flags.

Sorting: Dictates the order that emails appear in the specified folder. The default sort order is based on date received, though there are a number of other sorting options available. In addition, you can switch between an ascending and descending sort order.


Change the arrangement of your folders

You can easily change the arrangement by selecting Arrange By from the View menu bar on the top ribbon...

Arrange By

...Or by right-clicking the inbox sorting column header, as shown below:

Column Header Sorting

Customize your message arrangements

  1. Click on View Settings (located under the View tab in the Current View area).

    View Settings
  2. This will open the Advanced View Settings window.

    Advanced View Settings
    • To change message grouping, click on the Group By... button.

      Uncheck the Automatically group according to arrangement checkbox, then proceed with selecting up to four criteria to control message grouping.

      Grouping Options
    • To customize message sorting, click on the Sort... button.

      You can select up to four criteria to sort messages.

      Sorting Options

Sort your deleted items by the date deleted

Sometimes it may be difficult to find a message that you have deleted recently, but had received it at an earlier time. This is due to sorting by 'Date received'. These steps will show you how to view your Deleted Items folder by the most recently modified item.

  1. Click on View Settings (located under the View tab in the Current View area).

    View Settings
  2. This will open the Advanced View Settings window.

    Advanced View Settings
  3. Click Columns... and a new window will appear.
  4. Under 'Select available columns from:' choose Date/Time fields from the drop-down menu.
  5. Select 'Modified' and then click Add ->. Then click OK.
  6. This will add a 'Modified' column to your Message Preview list. You can expand these columns by dragging the vertical line next to the list to the right.
  7. Select the 'Modified' column to sort messages by the last modified message. In your Deleted Items folder, this would be the most recently deleted item.



Keywords:microsoft office365 o365 arranging arrange listing by grouping conversations   Doc ID:52011
Owner:Ara M.Group:Office 365
Created:2015-06-05 14:00 CSTUpdated:2016-08-03 15:53 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW-Milwaukee Help Desk
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