How to Change the Microsoft Outlook View and Layout

To change the Microsoft Outlook view, open the View tab and select a layout or view option. In classic Outlook for Windows, choose View > Change View to switch between preset views; in new Outlook or Outlook on the web, use the view controls or settings to adjust the message list and reading pane. The exact controls depend on which Outlook version you use, but you can change how messages are arranged without deleting or moving them.

Changing the view can make your inbox easier to scan by showing more messages, grouping mail by conversation, moving the reading pane, or displaying different columns. Before changing anything, note which Outlook version you have. Classic Outlook has a distinct Change View menu; new Outlook and Outlook on the web use a more settings-based layout.

What You’ll Need

Access to the Outlook folder whose view you want to change, such as Inbox or Sent Items.
A Windows or Mac computer, or a browser with Outlook on the web open. Some options differ by version and device.
If you use a work or school account, be aware that your administrator may manage some settings.

Step-by-Step

Identify your Outlook version.
On Windows, classic Outlook usually has a File tab and a traditional ribbon. New Outlook has a newer, simplified interface and may show a New Outlook label or toggle. Outlook on the web runs in a browser. On a Mac, Outlook has its own macOS menu bar and ribbon. If the steps below do not match your screen, use the version-specific directions in the relevant step rather than trying to force the same menu path.
Open the folder you want to customize.
Select Inbox, Calendar, or another folder from the navigation pane. Mail views apply to the selected mail folder; changing Inbox does not necessarily change Sent Items or another folder. If you want to change the view for a particular subfolder, select that subfolder first. This helps avoid making a change in one place and assuming it applies everywhere.
Choose a preset view in classic Outlook for Windows.
Select View > Change View. Choose an available option such as Compact, Single, or Preview. Compact typically places messages in a condensed list, while Single and Preview show the list in other arrangements. Available names can vary depending on the folder and Outlook configuration. The preview pane is controlled separately, so changing the preset may not move it where you want it.
Adjust the reading pane and message list.
In classic Outlook for Windows, go to View > Reading Pane and select Right, Bottom, or Off. Use the same menu to change whether messages are marked as read when viewed, if that option is shown. To change how much of each message appears in the list, look under View > Message Preview and choose a preview line count, or turn the preview off. A larger preview can make it easier to identify mail but reduces the number of messages visible at once.

In new Outlook and Outlook on the web, open Settings (the gear icon), then look under Mail > Layout for options such as the reading pane and message organization. Some accounts or interface updates may place layout controls under a View menu or a View settings button instead. On Outlook for Mac, use View > Reading Pane to select a pane position or turn it off; the available layout choices depend on the current Mac version.
Change how messages are grouped or sorted.
In classic Outlook, use View > Arrange By to select a sort field such as date, sender, or subject. Depending on your view, you can also use View > Show as Conversations to group related messages into conversations. In new Outlook or Outlook on the web, use the sort or filter controls above the message list; the labels and available choices can vary. Sorting changes the order in which messages appear. It does not change their received dates or move them to another folder.
Customize columns in classic Outlook if needed.
For a detailed list view, select View > View Settings > Columns. Add or remove fields, then use the available controls to set their order and width. For example, you might add From or Categories to a view if that information helps you scan your mail. Column customization is mainly a classic Outlook feature; new Outlook, web, and mobile versions may offer fewer choices or no equivalent column editor.
Save or apply the changes.
In classic Outlook, changes to a view are generally applied as you make them. If you customize a view in View Settings, confirm with OK where prompted. In new Outlook or Outlook on the web, close Settings after selecting an option and check the message list to see the result. Views and layout preferences may be specific to a folder, account, or device, so check the exact folder where you need the change.
Reset the view if the result is confusing.
In classic Outlook, select the affected folder, then choose View > Reset View and confirm if prompted. This restores that folder’s current view to its default; it does not delete messages. In new Outlook or the web version, change the relevant options back in Settings rather than looking for the classic Reset View command. If you customized several folders, resetting one does not necessarily reset the others.

Common Mistakes

Following classic Outlook instructions in the new app. The classic Change View and Reset View commands may not be present in new Outlook or Outlook on the web. Check the version before following a menu path.
Changing the wrong folder. Select the folder first. A change made in Inbox may not affect a subfolder, Sent Items, or another mailbox.
Confusing a view with a filter. A sort or filter can make messages appear missing by changing their order or hiding items that do not match. Check for active filters before assuming mail has been deleted.
Expecting a layout change to affect every device. Some view preferences are stored or presented differently across desktop, web, and mobile. Check the layout on each device where you use Outlook.
Using Reset View too soon. Resetting can remove view customizations such as columns and sorting. Try changing one setting at a time before restoring defaults.

Tips

Try one change at a time and look at the message list after each one. This makes it easy to identify which setting produced the result you wanted.
Use a right-side reading pane if you want to keep the message list visible while reading. Choose Off if you prefer to open messages in a separate window or need more room for the list.
Use conversation grouping when you want replies together, but turn it off if you need to inspect every message as a separate row.
For a busy inbox, sort by date to keep recent mail easy to find. Sorting by sender or subject can help when reviewing a group of related messages.
If you rely on a customized classic Outlook view, note its settings before experimenting. You can reopen View Settings to check fields and sorting, or reset the folder if the view becomes difficult to use.
On a smaller display, hide the reading pane or reduce message previews to fit more items on screen. On a large monitor, a wider pane or extra columns may be more useful.

Troubleshooting

You cannot find Change View. Confirm that you are in classic Outlook for Windows and have selected a mail folder. In new Outlook, Outlook on the web, and Outlook for Mac, use the available View or Settings controls instead. If your organization manages Outlook, some choices may be unavailable.

The menu option is missing or disabled. Some commands appear only for particular folders or views. Select a mail folder such as Inbox and check again. If a command remains unavailable, switch to a standard view if your version offers one, or use the layout controls supported by that version.

The view changed, but the messages look missing. Check whether the list is sorted differently, whether a filter is active, and whether conversation grouping has combined messages into a thread. In classic Outlook, inspect the filter and arrangement options under the View tab. In new Outlook or the web version, check the sort and filter controls near the message list. Search for a message to confirm that it is still in the mailbox.

The change did not affect another folder or device. Select the other folder and adjust its settings separately. Then check Outlook on the other device; some versions do not share every view preference. If a setting seems to revert, close and reopen Outlook, confirm that you are using the intended account, and check whether a work or school policy controls that option.

The layout is now harder to use. Undo the specific change if the option is still visible. In classic Outlook, use View > Reset View for the selected folder if you want to restore its default arrangement. In new Outlook or Outlook on the web, revisit Settings > Mail > Layout or the equivalent view controls and choose the previous pane or message-list arrangement.

Frequently Asked Questions

How do I get Outlook back to its original view?
In classic Outlook for Windows, select the affected folder and choose View > Reset View. In new Outlook or Outlook on the web, restore the layout options in Settings. Resetting a folder view changes its display, not the messages stored there.

Can I make the same view apply to every folder?
Classic Outlook provides options for applying or managing views, but availability depends on the type of view and folder. Do not assume that changing one folder updates all folders. New Outlook and web settings may also apply only to certain areas or accounts.

How do I move the reading pane to the bottom?
In classic Outlook for Windows, select View > Reading Pane > Bottom. In new Outlook or the web version, open Settings and check Mail > Layout for reading-pane choices. The bottom position is not available in every version or display layout.

Why do replies appear together instead of separately?
Conversation view is grouping related messages. In classic Outlook, select View > Show as Conversations to turn the feature off or adjust its scope. In new Outlook or Outlook on the web, check the message organization or conversation setting in the view controls or Mail layout settings.

Can I change the Outlook view on my phone?
Outlook mobile has a more limited set of display options than desktop Outlook. Open the app’s settings and look for mail or display preferences; desktop-specific presets, custom columns, and some reading-pane controls are not available on every phone.

Does changing the view delete or move email?
No. View settings change how messages are displayed, sorted, or grouped. If messages seem absent, check filters, sorting, conversation grouping, and the selected folder before taking any other action.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.