The main view options in Outlook

Outlook gives you several ways to look at your inbox and calendar. The most common are Mail (your inbox and folders), Calendar (your schedule), People (your contacts), and Tasks (your to-do list). Within Mail, you can also switch between different layouts — like a reading pane on the right, on the bottom, or hidden entirely. You change these views from the menu bar or the View tab, depending on which version of Outlook you use.

The steps differ slightly between Outlook on the web (the version you use in a browser) and Outlook on your computer (the desktop app). Both let you rearrange how information appears, but the buttons are in different places. This guide covers both versions so you can find the option you need.

Key Takeaways

  • In Outlook on your computer, click the View tab at the top, then choose Mail, Calendar, People, or Tasks to switch between major sections.
  • To move the reading pane (the panel that shows your full email), go to View > Reading Pane and pick Right, Bottom, or Off.
  • In Outlook on the web, use the icons in the left sidebar to switch between Mail, Calendar, People, and Tasks.
  • You can also change how your inbox sorts and groups emails — by sender, date, or subject — from the View menu.
  • Your view choices save automatically, so Outlook will open the same way next time you use it.

Switching between Mail, Calendar, People, and Tasks in the desktop app

Open Outlook on your computer and look at the top of the window. Click the View tab. You will see buttons for Mail, Calendar, People, and Tasks. Click whichever one you want to open. The main area of your screen will switch to show that section.

If you do not see these buttons, your View tab may be collapsed. Look for a small arrow or three dots near the top right of the window and click it to expand the full menu. Some older versions of Outlook also have these options in the left sidebar as large icons — if you see them there, you can click them directly without opening the View tab.

Moving the reading pane in the desktop app

The reading pane is the panel that shows the full text of an email when you click on it. By default, it appears on the right side of your inbox. If you want it somewhere else — or hidden — go to the View tab and click Reading Pane. A small menu will appear with three choices: Right, Bottom, or Off.

Choose Right to keep the pane where it is. Choose Bottom to move it below your inbox list. Choose Off to hide it completely. When the reading pane is off, you will have to double-click an email to open it in its own window. Your choice stays saved, so the next time you open Outlook, the reading pane will be in the same place.

Changing how your inbox sorts and groups emails

You can organize your inbox by sender, date, subject, or other details. Click the View tab, then look for Arrangement or Group By (the exact name depends on your Outlook version). A menu will show options like "Date", "From", "Subject", and "Size". Click the one you want. Your inbox will reorganize when ready.

For example, if you choose "From", all emails from the same person will be grouped together. If you choose "Date", emails will be grouped by today, yesterday, last week, and so on. You can also click the small arrow next to each group to collapse or expand it and see fewer emails at once.

Changing your view in Outlook on the web

If you use Outlook in a web browser, the steps are simpler. Look at the left sidebar. You will see icons for Mail, Calendar, People, and Tasks. Click whichever one you want. The main area will switch to that section.

To move the reading pane in Outlook on the web, click the three dots (more options) at the top right of your inbox. Look for a setting called Layout or Reading Pane. You can usually choose between Right, Bottom, or Off, just like in the desktop app. The change takes effect right away.

Adjusting column width and email list details

In the desktop app, you can also change which columns appear in your inbox list — for example, showing or hiding the subject line, sender, date, or size. Right-click on any column header (the row that says "From", "Subject", "Received", etc.) and a menu will appear. Check or uncheck the columns you want to see.

You can also drag the border between column headers left or right to make a column wider or narrower. This is useful if a sender's name is cut off or you want more space for the subject line. These changes explore only to the folder you are in, so your Inbox layout may differ from your Sent Items layout.

Switching between conversation view and message view

Outlook can show emails in two ways: Conversation view groups all replies to the same email thread together, so you see one line per conversation. Message view shows every email as a separate line, even if it is part of the same back-and-forth. To switch between them, click the View tab and look for Conversations or Show as Conversations. Toggle it on or off depending on what you prefer.

Conversation view is helpful if you get many replies to the same email and want to see the whole discussion at once. Message view is better if you want to see every email individually and sort them by date or sender. Your choice saves automatically.

Frequently Asked Questions

How do I get the reading pane back if I turned it off?

Click the View tab, then click Reading Pane and choose Right or Bottom. The pane will reappear on the side or bottom of your inbox. If you do not see the View tab, look for a three-dot menu at the top right and click it to expand the full toolbar.

Why does my Outlook look different from someone else's?

Outlook has many view options, and each person can customize theirs. You might be using a different version (desktop app versus web), have the reading pane in a different place, or have conversation view turned on or off. All of these are normal and do not affect how your email works.

Can I have different views for different folders?

Yes. You can set up your Inbox one way, your Sent Items another way, and your other folders however you like. Each folder remembers its own layout, sorting, and column choices. When you switch folders, Outlook will show the view you set up for that folder.

Does changing the view affect anyone else who uses my email?

No. View changes only affect how your own copy of Outlook displays your email. Other people will not see any difference, and the emails themselves are not changed in any way.