Locked lesson.
About this lesson
How you view your contact data will help you get to the information you need and make decisions faster.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Contact Views
How you view or see your contact data will help you get to the information and make decisions 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 click 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.
- 00:05 We're going to take a look at views but we're going to dive a little deeper.
- 00:09 You've seen some of these options before in previous lessons.
- 00:12 But stay with me because I'm show you a few more details that are pretty great.
- 00:16 So first of all, I'm on the home ribbon I'm hitting the change view.
- 00:20 This same button the same change button happens to be under the view
- 00:23 ribbon as well.
- 00:24 And here we have change view.
- 00:26 Since we're talking about views, you can be in here, you can be in the home ribbon,
- 00:30 it doesn't matter, but I'm going to stay in the home ribbon because there's some
- 00:33 buttons on here I'm going to use in a little bit.
- 00:35 Okay?
- 00:36 And they happen to be right over here.
- 00:38 They're kind of great.
- 00:38 All right, on the change view, here's my people view.
- 00:41 Now my people view has a rolodex that I can click through the rolodex on the left.
- 00:46 It also has a dot dot, dot, which means more, more, more so I can do more things.
- 00:50 Edit, link, add to favorites, schedule a meeting, view the profile.
- 00:53 Or I can change my view and go to business cards.
- 00:56 You've heard me say before,
- 00:57 this is my preferred view, same little rolodex goes through a year.
- 01:01 It's okay, I kind of like this view because they're all symmetrical,
- 01:04 that's why I like it.
- 01:05 Change View again, I can go to a regular card now,
- 01:08 the beauty about this card is I can widen this list or
- 01:11 I can make this list really skinny, and see as many as I want on my screen.
- 01:16 Personal preference, okay, you just need to know.
- 01:18 By the way, you can also right click these gray lines instead of just moving them,
- 01:23 you can right click and you can add a New Contact or a Group or reverse the source
- 01:27 or filter down to anyone in a certain city or you can View Settings on here.
- 01:32 Okay, what else on my Change View,
- 01:35 I have my phone list, the phone list is kind of great
- 01:40 because you know what you can do with the phone list?
- 01:46 You can print. So, the keyboard command for
- 01:46 print is control P, when I print I can print my entire phone list,
- 01:47 kind of nice to have a piece of paper with everyone on your list.
- 01:49 And then the last view is my list.
- 01:51 Now this is one I want to spend a little time on.
- 01:53 On this list, we have a bunch of headers.
- 01:56 Now these headers will sort by whatever you click.
- 01:59 Now notice the up arrow means, low to high, A to Z, or
- 02:03 when you reverse it, you get a down arrow which means high to low.
- 02:07 Z to A.
- 02:08 Same thing with e-mail, A to Z or Z to A.
- 02:12 Same thing with all of these.
- 02:13 So there's a couple of things you need to know about this list.
- 02:16 You completely control these headings.
- 02:18 Now for instance, BUSINESS FAX.
- 02:21 I'm going to click and drag this off.
- 02:22 And see that big black X?
- 02:24 That means delete, I'm going to delete it.
- 02:27 For heaven's sakes, I didn't mean to do that I need to get that back.
- 02:30 Well, I'm on my view ribbon.
- 02:32 And on my view ribbon is, the add columns.
- 02:36 When I click add columns, these are all of the columns for my frequently used fields.
- 02:42 But if I hit the drop down up above I notice, if I scroll through,
- 02:46 I'm going to see one that says, All Contact Fields, click.
- 02:51 When I click, now I can go ahead and find that Business Fax again.
- 02:54 There it is, Business Fax.
- 02:56 Now I can add and now I can move it up, up,
- 03:00 up, up, to wherever I want it to land, and hit OK.
- 03:04 You have total control.
- 03:05 Plus when you hit okay in the Business Fax lines, here it is, notice these
- 03:09 tiny lines between these headings, you can resize those, little resize arrow.
- 03:13 And now of course, I can click and drag and move that around to wherever I want.
- 03:17 Or since no one uses it, I'm going to click and drag and
- 03:19 get rid of again anyway and it's gone.
- 03:22 So i just wanted to show you that the add columns.
- 03:24 Now we did the sorting because the clicking on the headers
- 03:29 would actually sort for us instead of coming up here to sort, but
- 03:31 this expand collapse this is kind of great.
- 03:34 I can tell this to expand all groups or collapse all groups.
- 03:37 Which might be faster than single clicking each one.
- 03:41 It might be faster just to come up here and collapse all group or expand.
- 03:46 Kind of a great feature I just wanted you to know there is a lot more detail in here
- 03:50 when you're actually under the view ribbon and you look at the change view and
- 03:54 you pay attention to the screen and what's going on.
- 03:57 All right, practice with that and set up your view the way you want.
- 04:00 Thank you.
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