How To Change View In Outlook

Outlook’s default view can feel cluttered, but a few clicks bring back the clean layout you prefer. If you are wondering how to change view in outlook, you are not alone—many users find the standard layout overwhelming. This guide walks you through every method, from simple tweaks to advanced customizations, so you can work faster and with less distraction.

Changing your view in Outlook is straightforward once you know where to look. The View tab holds most of the controls, but there are also quick shortcuts and right-click options. Below, we break down the core methods step by step.

Using The View Tab

The View tab is your main hub for layout changes. Here is how to access it:

Open Outlook and click the View tab at the top of the ribbon.
Look for the Current View group on the left side.
Select from preset options like Compact, Single, or Preview.
Your inbox or folder will update immediately.

Switching Between View Modes

Outlook offers three main view modes for your inbox. Each serves a different purpose:

Compact: Shows multiple lines per message, ideal for scanning many emails quickly.
Single: Displays one line per message with a reading pane below or beside it.
Preview: Adds a preview of the email content without opening it.

To switch, simply click the desired option in the View tab. You can also use the Change View button to see more presets.

Customizing The Reading Pane

The reading pane shows email content without opening a new window. To adjust it:

Go to View > Reading Pane.
Choose Right, Bottom, or Off.
If you select Right or Bottom, you can also check Mark items as read when viewed in the reading pane.

This is one of the fastest ways to reduce clutter. Many users prefer the bottom pane for wider screens.

Adjusting The Folder Pane

The folder pane on the left shows your mail folders, calendar, and contacts. To resize or hide it:

Drag the right edge of the folder pane to make it wider or narrower.
Click View > Folder Pane and select Normal, Minimized, or Off.
If you minimize it, hover over the left edge to see it temporarily.

This is helpful when you need more space for emails.

Changing Views For Specific Folders

Each folder in Outlook can have its own view. For example, your inbox might use Compact while your Sent Items use Single. Here is how to set that up:

Applying A View To A Single Folder

Select the folder you want to change in the left pane.
Go to View > Current View.
Pick a view preset or click View Settings to customize further.
Changes apply only to that folder unless you choose otherwise.

Applying A View To All Folders

If you want the same view everywhere:

Apply the view to one folder first.
Click View > Change View > Apply Current View to Other Mail Folders.
Select the folders you want to update, or check All mail folders.
Click OK.

This saves time if you prefer consistency across all folders.

Advanced View Customizations

For power users, Outlook allows deep customization. You can add, remove, or reorder columns, change font sizes, and even create your own views from scratch.

Adding And Removing Columns

Columns show information like sender, subject, and date. To modify them:

Go to View > View Settings.
Click Columns.
In the dialog box, use the Available columns list to add items like Size, Categories, or Flag Status.
Select a column and click Add to move it to the Show these columns in this order list.
Use the Move Up and Move Down buttons to rearrange them.
To remove a column, select it and click Remove.
Click OK to apply.

This is perfect for tracking specific details like email size or importance.

Sorting And Grouping Emails

You can sort emails by any column, or group them by category, date, or sender. Here is how:

Sort: Click a column header (e.g., Date, From) to sort ascending or descending. Click again to reverse.
Group: In View Settings, click Group By. Choose a field like Categories or Importance. Emails will be grouped under expandable headers.

Grouping is great for organizing large inboxes. For example, group by Conversation to see email threads together.

Changing Font And Row Size

To make text easier to read:

Go to View > View Settings.
Click Other Settings.
Under Column Font or Row Font, click Font and choose size, style, and color.
You can also adjust AutoPreview font for the preview lines.
Click OK twice to apply.

Larger fonts reduce eye strain, especially on high-resolution monitors.

Using Quick Steps And Conditional Formatting

Quick Steps automate actions like moving emails to folders, while conditional formatting highlights important messages. Both can change how your view behaves.

Setting Up Quick Steps

Go to Home > Quick Steps.
Click New Quick Step and choose an action like Move to Folder.
Name your step, select the folder, and add optional actions like marking as read.
Click Finish.
To use it, select an email and click the Quick Step in the ribbon.

Quick Steps do not change the view directly, but they help you manage emails faster, reducing clutter.

Using Conditional Formatting

Conditional formatting changes the color of emails based on rules. For example, highlight emails from your boss in red:

Go to View > View Settings.
Click Conditional Formatting.
Click Add to create a new rule.
Name it (e.g., “Boss Emails”).
Click Font and choose a color, then click OK.
Click Condition and set criteria like From containing a specific name.
Click OK three times to apply.

This makes important emails stand out instantly.

Resetting Or Saving Your View

If you make too many changes, you can reset to default or save your custom view for later.

Resetting To Default View

Go to View > View Settings.
Click Reset Current View.
Confirm when prompted.
Your folder will return to the original Outlook layout.

Saving A Custom View

After customizing, go to View > Change View > Save Current View As a New View.
Give it a name like “My Clean Layout”.
Choose who can use it (just you or everyone on your computer).
Click OK.
Your custom view will appear in the Change View menu for quick access.

This is handy if you switch between different tasks, like managing projects vs. daily email.

Changing View In Outlook Web And Mobile

Outlook on the web and mobile apps have slightly different options. Here is a quick guide for each.

Outlook On The Web (OWA)

To change view in Outlook on the web:

Click the Settings gear icon in the top right.
Select View all Outlook settings.
Go to Mail > Layout.
Under Message list, choose Compact or Single.
Adjust the reading pane position: Right, Bottom, or Hide.
Click Save.

You can also change the focus inbox or conversation view from the same menu.

Outlook Mobile App (IOS/Android)

On mobile, view options are limited but useful:

Open the app and tap your profile picture or initials.
Go to Settings > Mail.
Under Message list, toggle Show sender images or Show message preview.
You can also swipe left or right on an email to change actions, but this is not a view change.

For more control, use the desktop or web version.

Troubleshooting Common View Issues

Sometimes view changes do not stick or look wrong. Here are fixes for common problems.

View Resets After Restart

If your view resets every time you close Outlook:

Make sure you are not using a shared computer where settings are cleared.
Try saving your custom view (see above) and applying it manually after restart.
Check if your Outlook profile is corrupted—create a new profile in Control Panel > Mail.

Missing Columns Or Buttons

If columns disappear:

Go to View > View Settings > Columns and re-add them.
If the ribbon is hidden, click the Expand Ribbon arrow in the top right.

Reading Pane Not Showing

If the reading pane is missing:

Check View > Reading Pane and select Right or Bottom.
If it is still hidden, try resetting the view (see above).

Tips For A Cleaner Outlook View

Here are additional tricks to reduce visual noise:

Turn off Focused Inbox: Go to View > Show Focused Inbox to disable it. This shows all emails in one list.
Use Dark Mode: Go to File > Options > General > Office Theme and choose Black or Dark Gray.
Hide the To-Do Bar: Go to View > To-Do Bar and select Off.
Minimize the Ribbon: Double-click any tab to collapse the ribbon, giving more space to emails.

These small changes can make a big difference in how your inbox looks and feels.

Frequently Asked Questions

How do I change the view in Outlook to show only unread emails?

Go to View > Filter (or View Settings > Filter). Under the Advanced tab, add a rule: Read equals No. Click OK. This filters your current folder to show only unread messages.

Can I change the view in Outlook for a specific email folder?

Yes. Select the folder in the left pane, then go to View > Current View. Choose a preset or customize it. Changes apply only to that folder unless you apply it to others manually.

Why did my Outlook view change by itself?

This can happen if you accidentally pressed a shortcut, or if an add-in modified settings. Try resetting the view via View Settings > Reset Current View. If it persists, disable add-ins from File > Options > Add-ins.

How do I change the view in Outlook to see messages as conversations?

Go to View > Show as Conversations. Check the box for Show messages in conversations. You can choose to apply this to the current folder or all mail folders.

Is there a shortcut to change view in Outlook?

Yes. Press Alt + V to open the View tab, then use arrow keys to navigate. Alternatively, you can assign a custom shortcut via File > Options > Customize Ribbon > Keyboard Shortcuts, but this is advanced.

Final Thoughts

Mastering how to change view in outlook takes only a few minutes, but it saves hours of scrolling and searching. Start with the basics—switch between Compact, Single, and Preview—then experiment with columns, sorting, and conditional formatting. Whether you use Outlook on desktop, web, or mobile, these steps give you control over your workspace. Try one change today and see how much cleaner your inbox feels.