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About this lesson
Learn to organize your emails into groups and control how you view conversations.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
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.
- And finally, the Ignore and Clean Up Conversation features located on the Right Mouse click of any email (which is a conversation).
- 00:04 When we're talking about staying organized in your inbox, take a look at the view
- 00:08 ribbon again, there's two sections we're going to review.
- 00:11 The messages section to look at conversations and
- 00:14 the arrangement section to sort our inbox by groups.
- 00:19 This is called a gallery.
- 00:20 When you click the drop down arrow of the gallery,
- 00:23 at the bottom we have an option that says, show in groups.
- 00:26 When I click the show in groups, it just sorted these and arranged them,
- 00:29 broken into groups by, today and Monday, two weeks ago, three weeks ago.
- 00:34 It's easy to just collapse these individually or just right click and
- 00:38 at the very top it says collapse all groups.
- 00:41 And there we have it.
- 00:42 All my groups are collapsed now, I can just open them when I'm looking at.
- 00:46 Now, this might not makes sense because you received it shows the date anyway.
- 00:50 But look what happens when the group feature is turned on and
- 00:54 now I group by subject.
- 00:55 Click by subject, there, all my groups are by subject.
- 00:58 How about to?
- 00:59 How about from?
- 01:01 I can group them all by from and then collapse them or open them all.
- 01:05 To expand them all, of course, we do a right click on this arrow,
- 01:09 right click and we choose expand all groups.
- 01:11 Very nice.
- 01:12 So that is why you would want to group your sections.
- 01:15 Mostly I keep them sorted by received and then I expand them all.
- 01:18 Or what ever you want.
- 01:20 It's about how you work not about how I work.
- 01:23 Alright, let's look at conversations.
- 01:25 Over here I have a messages section under the view ribbon, and
- 01:30 I have an item here that says show as conversations.
- 01:32 You're about to see something change on my screen.
- 01:34 It's going to be similar to these little arrows,
- 01:36 these collapse arrows by my groups, but it's going to be a conversation arrow.
- 01:40 So I'll go ahead and activate show as conversation.
- 01:43 When I click that I am going to tell it all mailboxes and
- 01:47 look at that, I have a larger arrow showing my conversation.
- 01:52 So I can collapse that conversation and what does that do?
- 01:55 It saves me a bunch of lines on my inbox.
- 01:57 Collapsing all of them into one conversation saves me room so
- 02:01 I can see more of my other emails, my more relevant emails.
- 02:04 I can open that if I'd like.
- 02:06 Notice we have Conversation Settings, so I can Show Messages from Other Folders.
- 02:10 I can Show Senders Above the Subject.
- 02:12 I can show Always Expand Selected Conversation.
- 02:15 I can use a Classic Indented View.
- 02:17 Now I'm going to turn this off and take a look.
- 02:19 You're going to see something happen into this conversation group here.
- 02:22 I'm going to uncheck Use Classic Indented, uncheck.
- 02:25 There, it's simply closed one of them.
- 02:28 All right? So, I think,
- 02:30 well if it's closing things that I might need, by turning that thing off,
- 02:35 I think I want that thing on, so I can see everything I might want to see.
- 02:39 So anyway, regardless, this is how we do this.
- 02:41 You can turn things off and on, see if you like it.
- 02:44 Now as we right clicked earlier on these groups we can also
- 02:48 right click on the conversation because an entirely new set of options will show up
- 02:52 when you right click these arrows, and
- 02:54 it's one of those things it's not intuitive just to know that by default.
- 02:58 Someone has to tell you. Oh, have you done a right click on that arrow?
- 03:01 Right click and here we have a list right down here, this bottom section.
- 03:06 I can ignore a conversation.
- 03:08 Why would you ever want to ignore a conversation?
- 03:10 Well maybe someone threw you in on the cc line and it really has nothing to do with
- 03:14 you, but all of the sudden 25 emails are going back and forth.
- 03:17 You can actually tell it to ignore it and it will throw them away for you.
- 03:21 You can also clean up a conversation.
- 03:24 Well what is clean up a conversation?
- 03:26 So many emails have been forwarded that the script at the bottom gets longer and
- 03:29 longer and longer, it will actually go through and clean those up.
- 03:33 Now would I advise you to do this without testing it?
- 03:35 No way.
- 03:36 Please create your own conversation of forwards back and forth to a second email.
- 03:41 And test this Clean Up Conversation to make sure nothing vital is erased.
- 03:45 Always test before you implement something.
- 03:48 But I did want to point that out to you under the View ribbon.
- 03:51 The Conversation Settings and the Show in Group Settings,
- 03:54 it's pretty great how that can help you stay organized.
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