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Outlook’s view controls depend heavily on which Outlook app you are using. The menus for new Outlook, classic Outlook for Windows, Outlook on the web, and Outlook for Mac are different, so identify your version before following a path.
Use this quick check:
| Outlook version | How to recognize it | Main view-settings path |
|---|---|---|
| New Outlook for Windows | Settings gear in the upper-right; usually has Home, View, and Help tabs | View > View settings or Settings > Mail > Layout |
| Classic Outlook for Windows | Has a File tab and does not use the new Outlook Settings pane | View > View Settings or View > Change View |
| Outlook on the web or Outlook.com | Runs in a browser | Settings > Mail > Layout |
| Outlook for Mac | Uses macOS menus such as Organize and View | Usually Organize > Reading Pane or View > Columns in Legacy Outlook |
Change view settings in new Outlook for Windows
New Outlook uses a Settings pane rather than the classic Advanced View Settings dialog.
Open the view settings
Open Outlook and use either path:
View > View settingsAlternatively, select the gear icon and go to:
Settings > Mail > LayoutThe Layout section contains most mailbox-display options.
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Go to:
View > View settings > Mail > Layout > Reading paneChoose Right, Bottom, Fill screen, or Popout only. Select Save if Outlook displays a Save button.
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Change message-list density
Go to View > View settings > Mail > Layout and select a display density:
| Setting | What it does |
|---|---|
| Roomy | Shows sender images, attachment previews, and preview text with more space. |
| Cozy | Shows preview text with moderate spacing. |
| Compact | Uses minimal spacing while retaining message-preview text. |
Turn Focused Inbox on or off
Go to View > View settings > Mail > Layout, find Focused Inbox, and select the option to enable or disable sorting into Focused and Other.
Focused Inbox applies to the Inbox only. It does not sort messages in other folders.
Show messages individually instead of by conversation
Open View > View settings > Mail > Layout. Under Message organization, choose whether to group messages by conversation or display them individually.
When conversation grouping is enabled, you can also choose whether the newest message appears on top or bottom, show each message separately, and decide whether deleted messages appear in conversations.
Put the sender or subject first
Go to:
View > View settings > Mail > Layout > Message list formatSelect Sender name first or Subject first.
Change message-list text size
Go to View > View settings > Mail > Layout > Text size and spacing. Choose Small, Medium, or Large, then select Save.
This changes text in the message list. It is separate from zooming an individual email.
Zoom the message currently open in the Reading Pane
Select a message and use:
View > ZoomSelect + or −, or select Reset. This changes the reading zoom for the open message, not the general message-list font size.
Sort or filter messages
At the top of the message list, select Filter, then choose the required sorting or filtering option. Sorting and filtering are separate from Mail > Layout: Layout controls appearance, while the message-list controls determine which messages appear and their order.
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Change view settings in classic Outlook for Windows
These instructions apply to classic desktop Outlook versions such as Microsoft 365, Outlook 2024, Outlook 2021, Outlook 2019, and Outlook 2016.
Open Advanced View Settings
Open the folder you want to change, then go to:
View > View SettingsThe Advanced View Settings dialog may contain Columns, Sort, Filter, Group By, Other Settings, and Conditional Formatting. The available buttons vary by folder and view.
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The default Inbox normally uses the Compact view. To customize conventional columns, switch to a list view first:
View > Change View > SingleYou can also select Preview. Then open:
View > View Settings > Columns- Select a field under Available columns.
- Select Add.
- Use the move controls to change the order.
- To remove a field, select it under Show these columns in this order and select Remove.
- Select OK.
If the field is not listed, change Select available columns from to another field set. To make your own field, select New Column, enter a name, and choose its type and format.
If the column does not appear: the folder may still be using Compact view. Switch to Single or Preview before editing the columns.
Change fonts in the message list
Go to:
View > View Settings > Other Settings- Column Font changes column headings.
- Row Font changes message-row text, including sender, subject, and preview text in the default Inbox view.
Select the font, style, and size, then select OK through the open dialogs.
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Show or hide the Reading Pane
Use:
View > Reading PaneChoose Right, Bottom, or Off. Some add-ins require the Reading Pane to be positioned on the right or bottom before they appear or work correctly.
Turn conversation view on or off
Go to:
View > Show as ConversationsWhen prompted, choose All mailboxes or This folder. Conversation view is separate from ordinary sorting. In classic Outlook, messages within a conversation are shown with the newest message on top, and that order cannot be changed.
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Group messages by a field
Save a separate view before making a custom grouping:
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View > Change View > Save Current View As a New ViewThen open:
View > View Settings > Group By- Clear Automatically group according to arrangement.
- Select a field under Group items by.
- Choose Ascending or Descending.
- Optionally select Show field in view.
- Use Then by for a second grouping.
- Choose the Expand/collapse defaults.
- Select OK.
Create a custom Outlook view
Use:
View > Current View > Change View > Manage Views > New- Enter a name for the view.
- Select the view type.
- Choose the folders where the view can be used under Can be used on.
- Select OK.
- Configure the options in Advanced View Settings: New View.
- Select OK, then select Apply View.
To copy the current view as a starting point, select <Current view settings>, then select Copy in the Manage All Views dialog.
Apply a view to other folders
With the required view active, go to:
View > Change View > Apply Current View to Other Mail FoldersSelect the target folders and choose OK. This applies the view to the folders selected in the dialog; it does not automatically change every future folder.
Delete a custom view
- Go to
View > Change View > Manage Views. - Select the custom view under Views for folder.
- Select Delete and confirm.
- Select OK.
Predefined Outlook views cannot be deleted, even if you have modified their settings.
Use conditional formatting
In a supported classic Outlook view, open:
View > View Settings > Conditional Formatting- Select Add and name the rule.
- Select Font to choose the appearance.
- Select Condition and define the criteria, such as a sender or subject.
- Select OK through the open dialogs.
Conditional-formatting support varies by Outlook version, account type, and feature support. It is substantially more available in classic Outlook than in new Outlook.
Reset classic Outlook views
To restore default views and remove custom views created by the user, close Outlook and run:
outlook.exe /cleanviewsOn Windows, you can run this from the Run dialog (Win + R) or from a Command Prompt. This is a global, destructive reset for the classic Outlook profile—not a repair limited to the current folder. Preserve important custom views before using it.
Change view settings in Outlook on the web or Outlook.com
Open Outlook in your browser and select the gear icon. Then go to:
Settings > Mail > LayoutChange the Reading Pane
Under Reading pane, choose Right, Bottom, Fill screen, or Popout only. Some web interfaces also expose a Hide choice from the View-tab layout controls.
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Change conversation grouping
Under Message organization, choose whether to group messages by conversation or display them individually. Depending on the interface, you can also choose whether the conversation pane shows all messages or only selected messages and whether deleted messages appear in conversations.
Turn off Focused Inbox
Go to:
Settings > Mail > Layout > Focused Inbox > Don't sort my messagesSelect Save if shown. Focused Inbox affects only the Inbox.
Change density
Select the View tab and choose Density. The available options are Roomy, Cozy, and Compact.
Change sorting
At the top of the message list, select:
Filter > [sorting option]Sorting is controlled from the message-list header, not from the classic Advanced View Settings dialog.
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Choose sender-first or subject-first formatting
Open:
Settings > Mail > Layout > Message list formatSelect Sender name first or Subject first.
Change view settings in Outlook Web App for Exchange Server
Older or organization-managed Outlook Web App installations may use a different interface. In those versions, open:
Mail > Settings > Display settingsThis page can control the message-list layout and preview lines, conversation order, Reading Pane position, the initially selected item, and whether Reading Pane settings apply to all folders. Do not confuse this path with the current Outlook.com or new Outlook interface.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Change view settings in Outlook for Mac
The following paths apply to the Legacy Outlook for Mac experience. The current Outlook for Mac may expose a different set of controls.
Move or hide the Reading Pane
Use:
Organize > Reading PaneChoose Right, Bottom, or Off. Drag the border between the message list and pane to resize it.
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Sort messages
Use:
Organize > Arrange ByThen select the sorting field. If the Reading Pane is positioned on the side, the message-list header may also provide a By menu.
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Show, hide, or move columns
For easier column editing, first use:
Organize > Reading Pane > Bottomor select Off. Then go to:
View > Columns- Select a column name to show or hide it; visible columns have check marks.
- Drag a heading to reposition it.
- Drag the right edge of a heading to resize it.
- Select a heading to sort by it.
Change conversation settings
Open:
Outlook > Settings > ReadingUse the options under Conversations. You can also turn conversation view off through View > Show as Conversations or, depending on the interface version, Organize > Conversations.
Messages in Junk E-Mail and Deleted Items are not included in conversations.
Change the calendar view
In the Calendar, use:
View > DayView > Work WeekView > WeekView > MonthYou can also use the view selector at the top of the Outlook window.
Why the view options may be missing
- You are following instructions for the wrong Outlook version. Manage Views and Advanced View Settings belong to classic Outlook for Windows.
- The Inbox is still using Compact view. Switch to Single or Preview before adding columns.
- The setting affects only one folder. Classic Outlook associates views with folders and provides a separate command for applying a view elsewhere.
- The Reading Pane is hiding an add-in. Try setting it to Right or Bottom.
- You are considering a full reset too early.
/cleanviewsdeletes custom views globally in classic Outlook.
What transfers between classic and new Outlook?
Some view-related settings can be imported when moving from classic Outlook to new Outlook, including conversation grouping, Reading Pane position, density, preview text, message-list width, sender pictures, attachment previews, and quick actions. However, the two clients use different view systems. A classic custom table view, Manage Views workflow, or /cleanviews command should not be expected to appear in new Outlook.
FAQ
How do I open Outlook view settings?
In new Outlook or Outlook on the web, use View > View settings or Settings > Mail > Layout. In classic Outlook for Windows, use View > View Settings. Legacy Outlook for Mac uses menus such as Organize > Reading Pane and View > Columns.
How do I change the Reading Pane in Outlook?
In new Outlook and Outlook on the web, open Settings > Mail > Layout > Reading pane. In classic Outlook for Windows, use View > Reading Pane. In Legacy Outlook for Mac, use Organize > Reading Pane.
Why can’t I add columns to my Outlook Inbox?
Classic Outlook’s default Compact view does not support conventional column customization. Select View > Change View > Single or Preview, then open View > View Settings > Columns.
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How do I turn off conversation view?
In classic Outlook for Windows, clear View > Show as Conversations. In new Outlook or Outlook on the web, use Settings > Mail > Layout > Message organization and select the individual-message option.
Does Outlook apply a view change to every folder?
Not necessarily. View settings may be associated with the current folder. In classic Outlook, use View > Change View > Apply Current View to Other Mail Folders to select additional folders.
How do I reset Outlook view settings?
In classic Outlook for Windows, close Outlook and run outlook.exe /cleanviews. This restores default views and deletes all user-created custom views, so it should not be used as a first step if you need to preserve them.
The Bottom Line
For most appearance changes, start with Settings > Mail > Layout in new Outlook or Outlook on the web. For columns, custom views, conditional formatting, and Advanced View Settings, use classic Outlook for Windows. The most common fixes are switching Compact to Single or Preview before editing columns and avoiding /cleanviews unless you are prepared to lose custom views.
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