Knowledge Base

OL98: How to Set the Group By, View to Collapsed

Article ID: 180328

Article Last Modified on 8/11/1999

APPLIES TO

This article was previously published under Q180328

SUMMARY

In Microsoft Outlook 98, a group is defined as a set of items with something in common, such as e-mail messages from the same sender or Contacts with the same company name. You can group items to see related items together; for example, you can group items by priority to separate high-priority items from low-priority items. You can expand or collapse the group headings to show or hide the items they contain. This article describes steps to define a view that initially displays items in the collapsed format.

MORE INFORMATION

The following example groups your e-mail messages by Importance and displays the groups in a collapsed view.

NOTE: You can only group items that are in a view based on a table or timeline type view.

  1. On the Outlook Bar, click Inbox.
  2. On the View menu, point to Current View, and then click Define Views.
  3. In the Views for folder "<folder name>" window, click to select Messages and then click Copy.
  4. Type a name for the new view such as, Importance-Collapsed, and click OK.
  5. On the View Summary dialog box, click Group By.
  6. Select Importance in the Group Items By list. Select "All collapsed" in the "Expand/collapse defaults" list box, and then click OK, OK, and Close.
The view you just created now appears in the Current View list on the View menu. When you select this view, the three levels of importance will display as collapsed groups. All items are hidden until you click the plus sign (+) beside each group.

REFERENCES

For more information about using groups, click the Office Assistant, type "How do I group items," click Search, and then click to view "Show or hide grouped items or group headings."

Keywords: kbhowto kbinfo KB180328


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