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27 Creating Custom Views and Print Styles
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You can rearrange the order in which elds are displayed in a table view by dragging the column header for a eld to a new location on the column header bar.
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You can click New Field in the Show Fields dialog box to create a custom eld. For additional information about creating and using custom elds, see 28, Designing and Using Forms, and Article 1, Programming Forms with VBScript, on the companion CD.
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In some cases, clicking Fields in the Customize View dialog box opens a Date/Time Fields dialog box similar to the one shown in Figure 27-7. This occurs when you re working with a view that shows time duration, such as Day/Week/Month view in the Calendar folder, By Type view in the Journal folder, or Task Timeline view in the Tasks folder in effect, nontable views that show time duration graphically.
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Figure 27-7. In the Date/Time Fields dialog box, specify the date elds used to show duration.
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You use the Date/Time Fields dialog box to specify the elds that Outlook 2007 will use to show item duration in the view. The default settings vary but are typically either Start and End or Start Date and Due Date. As an example, you might use the Date/Time Fields dialog box to change the Task Timeline view in the Tasks folder to show the Date Completed eld for the task s end rather than the Due Date eld.
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Grouping Data
Sometimes it s helpful to be able to group items in an Outlook 2007 folder based on speci c data elds. For example, you might want to group tasks by owner so that you can see at a glance the tasks assigned to speci c people. Perhaps you want to organize
Creating and Using Custom Views
contacts by country or region. In these and similar cases, you can modify an existing view or create a new one to organize the view based on the most pertinent data. To group data in a view, click Group By in the Customize View dialog box to open the Group By dialog box, shown in Figure 27-8.
Figure 27-8. Use the Group By dialog box to specify criteria for grouping items in a view.
Follow these steps to group data in a view: 1. In the Group By dialog box, clear the Automatically Group According To Arrangement check box. 2. Select a eld type in the Select Available Fields From drop-down list at the bottom of the dialog box. This selection controls the elds that appear in the Group Items By drop-down list. 3. Select a eld in the Group Items By drop-down list, and then select either Ascending or Descending, depending on the sort order you want to use. Select the Show Field In View check box to display the eld in the view. 4. If you want to create subgroups under the main group, select a eld in the Then By drop-down list. (The dialog box contains three such lists, providing three additional grouping levels.) For example, you might group tasks by Owner and then by Due Date. 5. After you ve speci ed all the grouping levels you need, use the Expand/Collapse Defaults drop-down list to specify how you want Outlook 2007 to treat the groups. Use the following list as a guide:
As Last Viewed Collapses or expands the group according to its state in the pre-
vious session.
All Expanded Expands all items in all groups. All Collapsed Collapses all items in all groups.
6. When you re satis ed with the group settings, click OK to close the Group By dialog box. Then click OK to close the Customize View dialog box.
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27 Creating Custom Views and Print Styles
Sorting Data
Sorting data in a view is different from grouping data. For example, you might group the Tasks folder by owner. Each group in the view then shows the tasks assigned to a particular person. You can then sort the data within the group as needed. For example, you might sort the tasks based rst on due date and then on subject. Figure 27-9 shows the Tasks folder grouped by owner and sorted by due date.
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