How to Change and Customize Microsoft Outlook’s View

Microsoft Outlook’s default view works for many, but it often doesn’t match how you like to read and manage your email. This guide shows you how to change the layout, sorting, columns, and reading pane so your inbox looks and behaves the way you want. You’ll need Outlook for Windows (Microsoft 365 or Outlook 2016/2019) – the steps are similar for Outlook on the web, but we’ll focus on the desktop app.

What You’ll Need

• Microsoft Outlook installed and configured with your email account.
• Basic familiarity with clicking menus and right-clicking.

Step-by-Step

1. Open Outlook and go to your Inbox. Click the Mail icon in the bottom-left corner if you’re not already there.
2. Switch the main layout (Ribbon > View tab). Click the View tab at the top. This is where most view options live.
3. Change the arrangement (Group By). In the Arrangement group, click Date, From, Subject, or Categories to group your messages by that field. Click the same button again to toggle between ascending and descending order.
4. Add or remove columns. Right-click on any column header (like “From” or “Subject”) and choose Field Chooser. A small window pops up – drag any field (e.g., “Size”, “Attachment”) onto the header row. To remove a column, drag it off the header row and release.
5. Change column width and order. Hover your mouse over the right edge of a column header until you see a double-headed arrow, then drag to resize. To reorder, click and hold the column header and drag it left or right.
6. Adjust the Reading Pane. In the View tab, click Reading Pane. Choose Right, Bottom, or Off. If you pick Right or Bottom, you can also check Mark items as read when viewed in the Reading Pane (and set the delay) to auto-mark emails as read after a few seconds.
7. Show or hide the Navigation Pane (left sidebar). Click Navigation Pane in the View tab, then choose Normal, Minimized, or Off. You can also customize what appears at the bottom of it (Mail, Calendar, People, etc.).
8. Use the “Change View” dropdown. In the Current View group, click Change View. You’ll see presets like Compact, Single, Preview, and Group by Conversation. Pick one to see how it looks.
9. Create a custom view. Click View Settings (in the Current View group). This opens a dialog where you can:
   • Columns: Add/remove columns as above.
   • Group By: Group messages by a field (e.g., Folder).
   • Sort: Sort by multiple fields.
   • Filter: Only show messages that meet certain conditions (e.g., from a specific person).
   • Format Columns: Change the width and alignment of specific columns.
   • Other Settings: Fonts, grid lines, auto-preview.
10. Save your custom view. After making changes, click Apply to see them. To keep it, click Change View > Save Current View As a New View. Name it (e.g., “Work Inbox”) and choose where to use it (just this folder or all Mail folders).
11. Reset a view to default. If you mess up, go to View Settings > Reset Current View, then confirm. This restores the original view for that folder.
12. Use Conversation view (threads). To group emails by conversation, check Show as Conversations in the View tab. You can choose to show messages from all folders or just the current one.
13. Change the font size of the message list. In the View tab, click View Settings > Other Settings. Under Column Font or Row Font, click Font and adjust the size. This only affects the list, not the reading pane.

Common Mistakes

• Changing the view in one folder affects all folders. By default, view changes apply to the current folder only. If you want a global change, you must save the view as a new view and apply it to all Mail folders.
• Dragging columns off the header accidentally. It’s easy to remove a column without meaning to. If that happens, right-click the header and choose Field Chooser to add it back.
• Forgetting to save a custom view. If you don’t save, the changes only apply temporarily. Next time you switch views, they’re gone.
• Clicking “Reset Current View” when you meant to save. This wipes all your changes. Always double-check before clicking.
• Assuming the Reading Pane setting is global. It’s per-folder. You might set it to Off in your Inbox, but it will still appear in other folders.

Tips

• Use the “Single” view for a more spacious layout. It shows each email as a single line with more whitespace, which some people find easier to scan.
• Create a “Flagged” view. Use View Settings > Filter to show only messages with a flag set to a certain status. This is great for task management.
• Take advantage of the “Preview” view. It shows the first few lines of the message body in the list, so you can quickly decide if you need to open it.
• Use the “Group by Conversation” view to reduce clutter. It collapses email threads, making it easier to follow long discussions.
• Set your preferred view as the default for new folders. When you create a custom view, choose “All Mail folders” in the “Apply view to” dropdown. Then new folders will use it too.

Troubleshooting

• My changes don’t stick after restarting Outlook. Make sure you saved the view as a new view (Step 10). If you just made changes in View Settings, they might not persist if you switch to another view and back.
• The “View Settings” button is grayed out. This happens when you’re in a “Compact” view that doesn’t allow customization. Switch to “Single” or “Preview” first.
• I can’t see the “Field Chooser” option when I right-click the header. Right-click directly on the column header row (where “From” or “Subject” is). If you right-click on the message list area, you won’t see it.
• My custom view doesn’t show up in other folders. When saving, make sure you select “All Mail folders” in the “Apply view to” dropdown. If you already saved it, you can right-click the folder, choose “Customize This Folder”, and then click “Copy” to apply the view to other folders.
• The Reading Pane won’t turn off. Go to View > Reading Pane > Off. If it still shows, check if you have multiple panes (like the To-Do bar) that might be covering it. Also, make sure you’re in the Mail module, not Calendar.

Frequently Asked Questions

1. How do I make the text in my inbox larger? Go to View > View Settings > Other Settings > Row Font. Increase the size. This affects the message list only.
2. Can I have different views for different folders? Yes, by default each folder has its own view. You can customize each one independently.
3. Why does my view keep resetting to the default? You might be switching to a different view (like “Compact”) and back. Or the folder might be set to “Use default view” in its properties. Right-click the folder > Properties > Administration tab, and uncheck “Use default view”.
4. How do I show the “Received” column? Right-click the header row > Field Chooser. Drag “Received” from the list onto the header. You can also do this via View Settings > Columns.
5. What’s the difference between “Compact” and “Single” views? Compact shows multiple lines per email (like a preview), while Single shows one line per email. Compact is more information-dense; Single is cleaner.
6. Can I change the view on Outlook for the web? Yes, but the options are more limited. In Outlook on the web, click the gear icon > View all Outlook settings > Layout. You can change the reading pane position, message organization, and density.

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