Software

Outlook's conversation settings lead to a more efficient Inbox

Use Outlook's conversation view to arrange related messages into meaningful groups.

Outlook displays messages as they're received, but there are ways to rearrange messages. For instance, you can click the Subject or From title cell to group messages by the Subject or From text, respectively. Sometimes this quick fix is adequate, but sometimes it isn't because the subject text often changes and threads often have responses from more than just one person.

Conversation view

When things are a bit too complex for a quick sort, use conversation view, but don't stop at enabling the view. To take full advantage of the view, go a step further and apply the settings that will make the arrangement truly efficient.

To arrange messages by conversation, click the View tab and check the show As Conversation option in the Conversations group. Then, choose All Folders or This Folder. The differences are subtle, but Outlook identifies conversations with a small triangle to the left.

To get the most out of conversation view, apply one or more of the settings. To do so, click the Conversation Settings dropdown. Perhaps the setting that provides the most insight and coverage is the one passed over the most. Be sure to check the Show Messages From Other Folders option, even if all your mail is in the Inbox. That way, Outlook will display messages you sent and stored in the Sent folder. These messages are an important part of the conversation but otherwise omitted from this view.

The Show Senders Above Subject option won't add much to the view if your Inbox displays one-line headers. If you're using multi-line headers, this option reverses the order of the From and Subject columns.

The third option, Always Expand Conversations is another setting that most users will want to use. Otherwise, you might lose context while browsing.

By applying the first and third settings, you completely change the view. You can see at a glance that Mary initiated a particular thread and that I (Susan) responded. That's why you need to include that first setting. If you don't enable this setting, you'll see only the original message from Mary.

Many users don't bother to view Outlook threads as conversations because they don't seem to get too much from the arrangement. The problem is that they just don't go far enough-viewing messages as conversations can be helpful, but you won't always appreciate the real advantages unless you apply the appropriate settings to the conversation view.

A few extras

If you don't want to use conversation view, you don't have to. With a message open, you can click the Related dropdown in the Editing group to see a list of all messages related to the current one. This route won't provide the same flexibility, but it's handy if you want to avoid conversation view.

When using conversation view, consider positioning the reading pane to the right. Doing so is an efficient way to view all of the messages in the thread quickly. Outlook displays all of the messages in the Reading Pane regardless of its position, but viewing them on the right rather than below displays more text.

In addition, when working in conversation view, Outlook will apply many actions to all of the messages in the conversation, not just the current one. For instance, you can apply a category to a conversation by applying it to a single message. Later, when more messages in the conversation arrive, Outlook will automatically apply the same category to the incoming messages.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

12 comments
rohan
rohan

I started using Outlook 2013 from last 3 weeks. As I use conversation view, many items I feel Outlook is conversations weirdly. I noticed that mail with different messages are shown in same conversation group (as the email recepients are same). which I feel is a very big issue. Because of this I could not find few mails easily.

nebramga
nebramga

I use conversation view but I find it annoying that it groups together every email I have ever received with NO SUBJECT (as one example). I realize, it is not good practice to send those but I can't do anything about receiving them. Any suggestions?

evdbogaard
evdbogaard

I don't have the 'Show Messages From Other Folders' option in my dropdown. Any idea how to get that?

HenryPB
HenryPB

I am using Outlook 2007. I found the Conversation option under the Arranged By: tab but I can't find any way to customize this option. I would also like to know how or why I sometimes see a manila folder icon in the left column under the "subject" tab in the appointment Reminders popup window? They seemingly randomly appear and disappear. Lastly, I would like to know if it is possible to create an appointment directly from my e-mail inbox, that includes the content of the selected e-mail? Thank you.

bahnjee
bahnjee

I use Conversation view, but i turn it on and off as needed. Things can get confusing when you have multiple threads with the same subject. Any email with the subject line "Laptop" or "Printing Problem" or even a blank subject, all get lumped in to the same conversation even if they aren't part of the same conversation.

robert.plata
robert.plata

I am very interested in applying this view, and the options, that you mentioned to my Inbox for Outlook 2007. I am unable to find the customization options that you mention. Can I do this in Outlook 2007? Thanks.

bahnjee
bahnjee

Drag an email and drop it on your Calendar. An Appointment form will open with the email's contents down in the notes section. If I understand you correctly, it sounds like the manila folder (envelope) is indicating the the item is an email for which you have set a reminder. I sometimes get emails I can't respond to right away, so I set a reminder to respond later. Those reminders show the folder icon. If you mean that the icons for any given item changes from time to time, you may need to rebuild your shelliconcache. Google "shelliconcache" for how to do this.

ssharkins
ssharkins

You can use the Arrange By item (on the View menu) to choose Conversation, but there aren't any settings (that I'm aware of).

ssharkins
ssharkins

While writing this entry, I checked around and found that most of my contacts -- the ones that use Outlook 2010 -- don't use conversation view, mostly for the reason stated -- it just doesn't seem all that different. That's why I showcased the settings. Once you find the right settings, conversation view can be a great way to organize your messages! I use conversation view with the first and third settings -- that's what works best for me.

HenryPB
HenryPB

bahnjee, Thank you so very much. You have no idea how long I have been trying to figure this out.

CharlieSpencer
CharlieSpencer

is that Conversations only appears to work if you sort by date. I categorize an incoming message when I read it (To Do, Waiting on a Reply, various projects) and sort by Categories. If I sort by any field other than Date, the 'Show As Conversations' check box gets grayed out.

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