Locked lesson.
About this lesson
Change and Customize how you view your Contacts in order to find and manage them efficiently.
Quick reference
Contact Views
How you view or see your contact data will help you get to your information faster.
When to use
It is normal to change your contact view depending on the project you are working on. A person makes the best use of tools that they are familiar with. So become familiar with the View options and you will become a better information manager.
Instructions
Click through the View options
- Home ribbon, Current View.
Note: The same list is located on the View ribbon, Change View.
Specific features of views
CARD view
- Right-click the divider lines for new options.
- Also, click and drag the divider lines to shrink or widen the column width.
PHONE and LIST views
- Reorganize the column headers with a click and drag.
- Remove a column header by pulling it off the view.
- Add a Column by clicking View, Add Columns.
- Sort by any of the headers by clicking the header once, then click again for a Reverse sort or click View, Reverse Sort.
You can add a custom view under the "Change View" options
- Change any of the views to your desired preferences, i.e. Filter to a Category set
- View Settings > Filter > More Choices > Categories
- On the View Ribbon Click Change View, "Save Current View as a New View"
- Name the View, click OK
- Change View back to the original setting selected to check if it should be Reset.
- If yes... click the Reset View button
- Now test the new View by clicking back and forth from the Original View to New View, etc.
- 00:04 We're going to take a deeper look at the current view, the views of the contacts.
- 00:10 This is called a gallery.
- 00:12 When I hit my dropdown, I have just a few options.
- 00:16 I'm currently on my People view,
- 00:17 which is a very great view because you can see the details.
- 00:20 But there's some details off the screen over here that I cannot see.
- 00:24 So, it's really important that you know you can resize the panels within the views
- 00:29 by finding the resize arrow on that thin line, click and drag to the left.
- 00:33 Suddenly I see more options at the top and a dot, dot, dot, which means more,
- 00:37 more, more.
- 00:38 When I click the dot, dot, dot, I have Start Video Call, Edit Contact,
- 00:42 Link Contacts,
- 00:43 like maybe someone referred you to someone else, you want to link them.
- 00:46 Maybe you have a case worker assigned to a patient, you want to link those.
- 00:50 I can add this to the Favorites, Schedule a Meeting, View Profile,
- 00:54 all that found on the dot, dot, dot that was off this screen.
- 00:58 Wouldn't have found it if I hadn't resized my screen.
- 01:02 Let's go to the next view up on the gallery, Business Card.
- 01:06 I like this one, because they're all symmetrically laid out.
- 01:09 Notice the A to Z on the left-hand side.
- 01:12 I'll click the dropdown on the gallery for the next one, the card view.
- 01:16 This has gray lines between the columns.
- 01:19 I can click and drag, make those wider, make those skinnier.
- 01:22 Notice also A to Z on the left-hand side.
- 01:26 Drop down again to phone list.
- 01:28 Phone lists can be printed with Ctrl+P.
- 01:31 And now I can hit Print and print off a hard copy of my phone list.
- 01:35 Hitting the back button to get out of that.
- 01:37 The next one is the list.
- 01:39 Now, we've been here before, and it's sorted by categories.
- 01:43 So they've all grouped by categories.
- 01:45 So now let's go a little further.
- 01:47 The purple category in my world happens to be my vendors.
- 01:51 I think it would be cool to have a view called vendors.
- 01:55 Let's create one, that would be on the View ribbon.
- 02:00 Notice on the left-hand side I have Change View, and below I have Manage Views,
- 02:05 Save Current View As New, and Apply Current View.
- 02:09 I also have View Settings, with many, many options,
- 02:11 one of them being a filter where I could filter out categories.
- 02:16 I'm going to Cancel.
- 02:17 And of course, the reset view.
- 02:19 I'm going to change my view to Business Cards, and
- 02:22 I'm going to adjust this right now and apply a filter.
- 02:27 So I have all my contacts, I'm going to hit View Settings, Filter.
- 02:33 Under More Choices in the background, clicking Categories.
- 02:39 My purple category is my Vendors.
- 02:41 Clicking OK and OK and OK.
- 02:45 There are my vendors.
- 02:47 I'm going to save this view.
- 02:50 Save Current View as a New View.
- 02:52 And I'm going to name it Vendors.
- 02:56 Clicking OK.
- 02:57 Now, at this moment, I'm going to change my view back to my Business Cards.
- 03:03 But I'm alarmed, because it didn't come back to all my cards.
- 03:07 That's because I changed that momentarily.
- 03:10 I need to reset this.
- 03:12 So I'm going to Reset, noting again that I'm on my business card view,
- 03:17 I want to reset that to normal, Reset view to the original, Yes.
- 03:22 Okay, so all of my people are back.
- 03:25 Let's test it.
- 03:26 Change View to Vendors.
- 03:29 Change View to Business Card.
- 03:31 This is a good thing.
- 03:33 Now I can just hit Change View to Vendors and see just my Vendors.
- 03:37 Going back to Business Card, let's go back to the home ribbon.
- 03:41 Did my Vendor View show up in this gallery?
- 03:44 Drop down arrow, Vendors, right there.
- 03:48 Now, what if I want to get rid of that?
- 03:50 I don't want it at all.
- 03:52 I can go back to my View ribbon, Change View, Manage Views.
- 03:59 On the Manage Views, now I can I can find the vendor view I just created, and
- 04:04 I can delete that.
- 04:05 I actually want to keep it, so I'm going to leave it there, but just so you
- 04:09 know, you can create new views, apply the views, delete the views, reset the views.
- 04:13 It's the upper level to viewing your contacts.
Lesson notes are only available for subscribers.