How to Copy Microsoft Outlook Custom Views to Back up or Share

If you are looking for a method to copy Microsoft Outlook custom views to back up or share them on your other Outlook profile, this guide can help!

Outlook has no straightforward method to back up or share custom views, so first, you must convert to the. PST file, then export the file to the new Outlook profile.

We will discuss the step-by-step instructions to create, change Outlook view, apply them to a folder, and back up or share them to a new profile.

Can you customize the way Outlook looks?

Yes, you can choose a view to customize the way your Outlook looks. You can choose from three types of views or create a new view for each folder per your needs and keep the settings for the current folder or apply them to all folders

• Compact – Display little details about the email in the message list & displays the email message in the Reading pane
• Single – Shows every email as one line within the message list & displays it in the Reading pane
• Preview – Shows every email as one line within the message list but hides the Reading pane

To change the view for an Outlook folder, follow these steps:

1. Press the Windows key, type outlook, and click Open.
2. On the left side, go to the navigation bar on Outlook, select the folder where you want to change the view and select it.
3. Go to the View tab, then click the Change View option.
4. Now choose from the options available from the list to customize how the Outlook folder looks. As you select the view, the change will be reflected in the folder.

How do I create a custom view in Outlook?

1. Create a new view

1. On Outlook, go to the folder for which you want to change the view and select it.
2. Click View, then click the Change View option
3. From the drop-down menu, select Manage Views.
4. On the Manage All Views dialog box, click the New button.
5. On the Create a New View window, name the new view, and select the type of view from the Type of view list box. There are seven Outlook layouts available for Type of view;
   • Table – Displays information in rows and columns, suitable for email messages
   • Timeline – Displays the content along a fixed timeline, suitable for tasks or folders with a limited number of items
   • Card – Used for contact folders; it allows you to see all the fields applied to an item, irrespective of the fact they are filled or not
   • Business Card – Used for contact folders; but only shows the fields with data.
   • People – Shows you the list of your contacts with their names & photos
   • Day/Week/Month – Usually used for Calendar folders but can be used for emails folders
   • Icon – Displays your items with an icon & their subject, suitable for notes folders
6. Next, select a category for Can be usedon from the three options:
   • This folder, visible for everyone
   • This folder, visible only for me
   • All Mail and Post folders
7. Choose All Mail and Post folders to apply the view to all the Outlook folders.
8. On the Advanced View Settings window, customize the settings, and Click OK
9. Click OK or Apply View on the Manage All Views window.

This is how the custom view is created, and you can use it for any view on any folder type. You can also restore the settings to the default views by selecting the old view options listed.

Read more about this topic

• How to Use Microsoft Outlook Reactions on Emails
• Fix: One or More Items in The Folder You Synchronized Do Not Match
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• How to Change Font in Outlook on Windows, macOS, and Web

2. Choose the view for a folder

1. On Outlook, go to the Folder to change the view. Click View, then click Change View.
2. Choose the new view that you create. It will be applied to the folder instantly.
3. If you want to apply the same on all the folders, go to Change View, and select Apply Current View to Other Mail Folders.

3. Modify the existing views

1. On the Outlook window, click the View tab, then select Change View.
2. From the drop-down window, select the Manage Views option.
3. On the Manage All Views dialog box, click the Modify button.
4. Next, on the Advanced View Settings window, you will find several options like
   • Columns – Enables to add columns to the view
   • Group By –  Group the contents in the view
   • Sort – Allows you to choose how items are sorted
   • Filter – Sets the criteria of what to include or exclude in the view
   • Other Settings – Customize fonts, size & style, and other table view settings
   • Conditional Formatting – Apply different formats on any email type, like Unread messages, Unread group headers, Submitted but not sent, Expired email, Overdue email Messages in other folders, & Site Mailbox document pending upload
   • Format Columns – Specify the display formats for every field
5. Choose the options accordingly and click OK.

If you are wondering how Outlook view changed itself and want to fix it, we suggest you read this guide to find easy solutions.

How do I save a custom view in Outlook?

To save the custom view on Outlook you need to go to View tab, click Change View, then from the drop-down, choose any of the views listed.

Next, you can again go to the Change View option, and choose Save Current View as a new view option. This way, you can perform a Microsoft Outlook customization of each folder.

How do I copy the Outlook custom view to back up or share?

1. On the Outlook window, go to the View tab.
2. Click the Change View option from the drop-down menu, and click Manage Views.
3. On the Manage All Views window, click the Copy button.
4. Next, on the Copy View window, type the name of the new view; for the Can be used on option, choose This folder, visible to everyone, and click OK.
5. Next, go to the new Outlook profile and the File tab.
6. Select Account Settings, then from the drop-down menu, select Account Settings.
7. On the next window, switch to the Data Files tab, and click Add.
8. Choose the .pst file in the Views folder and click OK.
9. Once complete, click Close.
10. Now you can check the Views are copied to the new Outlook Profile.

So, this is how you can create a new Outlook custom view, copy it and share it on a different profile to keep View settings as you like on all your profiles.

If you are looking for ways to move Outlook toolbar from side to bottom, we suggest you check out this guide for step-by-step instructions.

We also have a guide on what to do if the Outlook navigation bar is moved to left, so don’t miss it.

Please feel free to give us any information, tips, and your experience with the subject in the comments section below.