Outlook 2003 introduces two new concepts for viewing information within folders, arrangements and intelligent grouping . Arrangements are customized views that ship with Outlook 2003. Intelligent grouping controls the behavior of Outlook's views when sorting and grouping by a specific column.
is a predefined combination of a grouping and
To view the available arrangements for a particular folder, you first must be viewing a Table view of the folder. All default views in the Inbox and other mail folders are Table views. For other folders, such as the Calendar folder, you'll have to switch to a Table view such as Active Appointments or By Category. For mail folders, after you're viewing your items in a Table view, click on the beige column heading directly under the folder
You can choose any of the default arrangements. After you've selected an arrangement, your folder view changes based on that arrangement. You can also choose the sort order within the arrangement. Depending on the arrangement you've
The arrangement menu, shown in Figure 4.7, enables you to choose any of the default arrangements. You can also choose whether you want your arrangements grouped. By default, all arrangements are grouped automatically. However, for all arrangements except for By Conversation, you can disable grouping. Simply uncheck the Sho w in Groups check box.
The arrangements context menu also has a Custo m option. This option displays the Customize Current View dialog box. This menu option is a bit misleading because you can't create custom arrangements. However, you can create customized views with sorting and grouping.
You might be asking yourself how creating a customized sorted and grouped view is any different than an arrangement. The simple answer is that it isn't. An arrangement is simply the name for the built-in
You can use arrangements in any Outlook folder, including the Notes folder. However, in folders other than mail folders, you won't see the arrangement header and sort header. You can still pick your arrangement from the V iew menu by selecting A rrange By and then selecting one of the default arrangements.
The other new view concept introduced in Outlook 2003 is intelligent grouping. All arrangements in Outlook are grouped by default. In previous versions of Outlook, grouping was very strict. For example, if you wanted to group a folder of messages by date received, you'd end up with a group for messages received at 9:03:45 a.m. and another
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These levels enable you to view items in logical groups. Viewing messages by size produces similar intelligent grouping levels. In previous versions of Outlook, you would see a group for every possible different size of message. Most users don't care which messages were 49KB and which were 50KB -they want to have a general idea of the number of messages received in each size group.
Outlook 2003 groups messages into categories such as Enormous (>5MB), Huge (1-5MB), Very Large (500KB-1MB), Large (100-500KB), Medium (25-100KB), Small (10-25KB) and Tiny (<10KB). Grouping by Attachment provides only two groups: Attachments and No Attachment. Intelligent grouping can help you quickly find messages by a particular type of attribute rather than sorting through an entire folder list of messages looking for the right one.
Whether you're creating a new grouped view or choosing from one of Outlook's built-in arrangements, you can manipulate the view by expanding, collapsing, and sorting the groups. You can also group by additional fields or change the grouping order. By default, when applying a grouping level, all groups are expanded. To collapse a group, click the minus sign