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About this lesson
Keeping like-minded emails together can be helpful, and sometimes not. This lesson shows you the options and how easy it is to adjust grouping settings.
Quick reference
Groups and Conversations
The Group and Conversation features allow you to control how you find your information.
When to use
You will rarely be using the Arrangement and Conversation settings after you have it set up. Use this lesson to set your preferences.
Instructions
Click the View ribbon and Locate the Arrangement section.
- Show In Groups can be turned off or on. It is your preference.
- When on, the Group headings can be expanded or collapsed.
- View, Show as Conversations.
- Turn this feature on (optional) to see conversations link together in your Inbox. Review the Conversation Settings and select your preferences.
- The Ignore and Clean Up Conversation features are located on the Right Mouse click of any email (which is a conversation).
- 00:04 We're continuing our lessons on organizing your inbox,
- 00:07 so we'll stay in the View ribbon.
- 00:08 And this time we're going to talk about message settings and
- 00:12 arrangement settings to show in groups.
- 00:15 Let's talk about message settings first.
- 00:18 I have my inbox, and I'm going to go ahead and
- 00:20 click the button that says Show as Conversation.
- 00:23 It confirms just this folder or all.
- 00:25 So I'll set this folder.
- 00:27 Arrows just showed up to the left of some of my emails.
- 00:30 If I expand the arrow, all of the related emails show up under that one heading.
- 00:35 So I don't have to filter, filter and look, look, look for
- 00:39 them dispersed throughout my entire inbox by date.
- 00:42 They gather together.
- 00:44 The inbox is matching the subject line and the send, and
- 00:47 then any repeated information throughout those emails to see if they're a match.
- 00:52 When I collapse it, it saves room in my inbox.
- 00:56 The downside is you might be looking for
- 00:58 an email that might be tucked under one of these conversation arrows.
- 01:01 So in case you can't find an email, go ahead and
- 01:04 just turn off the Show as Conversation and they all expand out now chronologically.
- 01:10 It's a personal preference choice, because I sometimes want them all together and
- 01:14 then sometimes turn it off.
- 01:16 It's convenient for me to put this on my quick access toolbar and
- 01:19 have it on my header right up here on my QAT all the time.
- 01:23 So I'm going to right-click on the Show as Conversation, choose Add to Quick Access.
- 01:28 And now no matter what ribbon I'm on, I can turn that feature on or
- 01:32 turn it off on the fly.
- 01:35 Let's take a look at grouping.
- 01:38 On the View ribbon, under Arrange By,
- 01:40 these are all the headings that are also on my table view in the background.
- 01:44 And I can sort by these headings.
- 01:46 Down below, we have one that says Show in Groups.
- 01:49 When I click this, now it's very similar to the conversation arrows, but
- 01:53 these are down arrows.
- 01:54 And so I can collapse them, I can right-click and collapse all groups.
- 01:59 Right-click and expand all groups.
- 02:01 It's just another way to stay organized.
- 02:04 Because groups are on,
- 02:05 these headings will change based on how I have sorted my inbox.
- 02:10 So let's check out the From.
- 02:13 Now, it grouped by who I received the email from, or who the email was sent to.
- 02:19 Or the subject, similar to conversation, but slightly different.
- 02:25 So I'm going to set mine back to Received.
- 02:28 Again, because sometimes I like this on, sometimes I don't,
- 02:32 I like to give myself options.
- 02:34 So I'm going to click the Arrange By, come down to Show in Groups,
- 02:38 right-click, and add to Quick Access Toolbar.
- 02:43 Notice on my QAT I have Show as Conversations, Show in Groups.
- 02:48 But if I'm ever not on my View ribbon but rather on my Home ribbon,
- 02:51 I don't have to pause to hit the View ribbon.
- 02:53 I just come right up here, turn off Show in Groups, turn on Show in Groups.
- 02:58 Turn on Show as Conversation, this folder.
- 03:03 Turn off Show as Conversation.
- 03:05 So I have a lot more usability by adding those two buttons to my QAT.
- 03:10 But it's a good review of just more organization tools for
- 03:15 you while you're in your inbox.
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