Creating a Folder View

Views are different ways of having information displayed for you in a folder. Every Microsoft Outlook folder has a set of standard views. You can make changes to a view, for example, by changing the way items are grouped or sorted, and you can also create custom folder views. For folders that contain custom forms, like the LitCrit folder, they can also be customized to display user-defined fields more appropriate for the form type.

To create a folder view

  1. Start Microsoft Outlook.
  2. Click the All Public Folders folder. This folder is at the root of the public folder hierarchy.
  3. Navigate to the LitCrit public folder.
  4. Click the View menu option, point to Current View, and click Define Views. The Define Views for "LitCrit" dialog box appears.
  5. Click New to open the Create a New View dialog box. Type the name of the new view (for instance, "Group by Title"), and click OK to accept the other default values. (To create a view that will be visible to everyone, you must have Owner permissions on the folder.)
  6. Click Fields to open the Show Fields dialog box. Remove the Importance, Attachment, and Flag Status fields. In general, adding and removing fields is performed with the Add and Remove buttons, or by double-clicking the field name. Reordering the fields is performed with the Move Up and Move Down buttons, or by dragging and dropping the field name.
  7. Click Forms in the Select available fields from drop-down list box. This displays the Select Enterprise forms for this folder dialog box. Double-click EnhancedLitCrit to make EnhancedLitCrit appear in the Selected Forms list box. Click Close to return to the Show Fields dialog box.
  8. Under Available fields, click Overall Rating and click Add.
  9. Click OK to close the Show Fields dialog box.
  10. Click Group By to open the Group By dialog box. Select EnhancedLitCrit in the Select available fields from drop-down list box, and click Item Title in the Group items by drop-down list.
  11. Click OK to close the Group By dialog box.
  12. Click OK to close the View Summary dialog box.
  13. You can define other views for this folder, but you cannot delete any of the default views. Alternatively, you can select the Only show views created for this folder check box in the Define Views for "LitCrit" dialog box to remove the default views from the Current View submenu. Click Apply View or Close to save changes and close the dialog box.

Important  You must define a view before you are allowed to set it as the default view for the folder. See Setting a Default View for the LitCrit Public Folder.