How to Change Sent Items View in Outlook 365

Outlook 365 is a popular email client used by millions of people around the world. It offers a wide range of features and customization options to enhance the user experience. One such customization option is the ability to change the sent items view in Outlook 365. By default, Outlook displays sent items in a specific way, but users have the flexibility to modify this view according to their preferences. In this article, we will explore the steps to change the sent items view in Outlook 365, along with some tips and tricks to optimize your email management.

Understanding the Default Sent Items View

Before we delve into the process of changing the sent items view in Outlook 365, let’s first understand the default view. When you send an email using Outlook 365, a copy of that email is automatically saved in the “Sent Items” folder. By default, Outlook displays the sent items in a chronological order, with the most recent email at the top. Each email is displayed with the sender’s name, subject line, and the date and time it was sent.

This default view is designed to provide a quick and easy way to locate and review your sent emails. However, depending on your workflow and personal preferences, you may find this view to be less than ideal. Fortunately, Outlook 365 offers several options to customize the sent items view to suit your needs.

Changing the Sent Items View

To change the sent items view in Outlook 365, follow these simple steps:

1. Open Outlook 365 and click on the “File” tab located in the top-left corner of the screen.
2. In the File menu, click on “Options” to open the Outlook Options window.
3. In the Outlook Options window, select the “Mail” tab from the left-hand side menu.
4. Scroll down to the “Save messages” section and click on the “Save copies of messages in the Sent Items folder” checkbox to enable it, if it is not already enabled.
5. Click on the “OK” button to save the changes and close the Outlook Options window.

Once you have enabled the option to save copies of messages in the Sent Items folder, Outlook 365 will automatically save a copy of every sent email in this folder. However, the view of the sent items can still be customized further to suit your preferences.

Customizing the Sent Items View

Now that you have enabled the option to save copies of messages in the Sent Items folder, you can customize the view of the sent items in Outlook 365. Here are some ways to do it:

1. Sorting Sent Items

By default, Outlook 365 sorts the sent items in chronological order, with the most recent email at the top. However, you can change the sorting order to suit your needs. To sort the sent items in a different order, follow these steps:

1. Click on the “View” tab located in the top menu of Outlook 365.
2. In the “Current View” group, click on the “View Settings” button.
3. In the “Advanced View Settings” window, click on the “Sort” button.
4. In the “Sort” window, choose the desired sorting criteria from the drop-down menu.
5. Click on the “OK” button to save the changes and close the “Sort” window.
6. Click on the “OK” button again to save the changes and close the “Advanced View Settings” window.

By following these steps, you can sort the sent items based on various criteria such as sender, subject, date, and more. This allows you to quickly locate specific emails or organize your sent items in a way that makes sense to you.

2. Grouping Sent Items

In addition to sorting, Outlook 365 also allows you to group the sent items based on specific criteria. Grouping can be useful when you have a large number of sent items and want to organize them into categories. To group the sent items, follow these steps:

1. Click on the “View” tab located in the top menu of Outlook 365.
2. In the “Current View” group, click on the “View Settings” button.
3. In the “Advanced View Settings” window, click on the “Group By” button.
4. In the “Group By” window, choose the desired grouping criteria from the drop-down menu.
5. Click on the “OK” button to save the changes and close the “Group By” window.
6. Click on the “OK” button again to save the changes and close the “Advanced View Settings” window.

By grouping the sent items, you can easily navigate through your emails and find the ones you need without scrolling through a long list. For example, you can group the sent items by date to see all the emails sent on a specific day or week.

3. Filtering Sent Items

Outlook 365 also allows you to filter the sent items based on specific criteria. Filtering can be useful when you want to narrow down the list of sent items to find a particular email or set of emails. To filter the sent items, follow these steps:

1. Click on the “View” tab located in the top menu of Outlook 365.
2. In the “Current View” group, click on the “View Settings” button.
3. In the “Advanced View Settings” window, click on the “Filter” button.
4. In the “Filter” window, choose the desired filtering criteria from the drop-down menus.
5. Click on the “OK” button to save the changes and close the “Filter” window.
6. Click on the “OK” button again to save the changes and close the “Advanced View Settings” window.

By applying filters to the sent items, you can quickly find specific emails based on criteria such as sender, subject, date, and more. This can save you time and effort when searching for important emails in your sent items folder.

Tips and Tricks for Efficient Email Management

Now that you know how to change the sent items view in Outlook 365, let’s explore some additional tips and tricks to optimize your email management:

1. Use Folders to Organize Emails

Creating folders in Outlook 365 can help you organize your emails and keep your inbox clutter-free. You can create folders based on different categories, projects, or clients, and move relevant emails into these folders. This makes it easier to locate specific emails and ensures that your inbox remains organized.

2. Set Up Rules to Automatically Sort Emails

Outlook 365 allows you to set up rules to automatically sort incoming emails into specific folders. For example, you can create a rule to move all emails from a particular sender to a designated folder. This can help you prioritize and manage your emails more efficiently, saving you time and reducing clutter in your inbox.

3. Take Advantage of Keyboard Shortcuts

Outlook 365 offers a range of keyboard shortcuts that can help you perform common tasks quickly. For example, pressing “Ctrl + N” creates a new email, “Ctrl + R” replies to an email, and “Ctrl + Shift + M” opens the “Move to Folder” dialog box. Familiarizing yourself with these shortcuts can significantly improve your productivity and streamline your email management process.

4. Use Search Filters to Find Emails

Outlook 365 has powerful search capabilities that allow you to find specific emails quickly. You can use search filters to narrow down your search based on criteria such as sender, subject, date, and more. By using these filters effectively, you can locate important emails in your inbox or sent items folder without scrolling through a long list of messages.

5. Regularly Archive or Delete Unnecessary Emails

Over time, your inbox and sent items folder can become cluttered with unnecessary emails. It is important to regularly archive or delete these emails to keep your mailbox organized and prevent it from reaching its storage limit. You can set up automatic archiving in Outlook 365 to move old emails to an archive folder or manually delete emails that are no longer needed.

FAQs

Q: Can I change the default view for all folders in Outlook 365?

A: Yes, you can change the default view for all folders in Outlook 365 by following these steps:

1. Click on the “View” tab located in the top menu of Outlook 365.
2. In the “Current View” group, click on the “Change View” button.
3. In the drop-down menu, click on “Manage Views” to open the “Manage All Views” window.
4. In the “Manage All Views” window, select the view you want to change and click on the “Modify” button.
5. In the “Modify View” window, make the desired changes to the view settings.
6. Click on the “OK” button to save the changes and close the “Modify View” window.
7. Click on the “OK” button again to save the changes and close the “Manage All Views” window.

Q: Can I customize the sent items view on the Outlook mobile app?

A: Yes, you can customize the sent items view on the Outlook mobile app by following similar steps. However, the options and settings may vary slightly compared to the desktop version of Outlook 365. It is recommended to refer to the app’s documentation or support resources for specific instructions.

Conclusion

Customizing the sent items view in Outlook 365 can greatly enhance your email management experience. By changing the sorting, grouping, and filtering options, you can organize your sent items in a way that suits your workflow and preferences. Additionally, implementing tips and tricks such as using folders, setting up rules, and utilizing keyboard shortcuts can further optimize your email management process. By taking advantage of these customization options and best practices, you can stay organized, save time, and improve your productivity when using Outlook 365.