Java Desktop System Email and Calendar User Guide

Using Views

A view is a particular arrangement of the items in a folder. Views enable you to look at items in different ways.

Standard views are available from the View menu. To use a standard view, choose View -> Current View, then select the view that you require. For example, you can choose to view your calendar with one of the following views:

Day View
Work Week View
Week View
Month View

You can modify the current view, then save the current view. You can also create custom views for messages, tasks, and contacts. The following table shows the characteristics that you can modify for message, task, and contact views:

Characteristic	Description
Fields	You can specify the fields that you want to display in the view. For example, an Inbox view might display only the From, Subject, Date, and Follow Up Flag fields.
Groups	You can group the items in a view by particular fields. For example, an Inbox view might group messages by the Follow Up Flag field.
Sort order	You can specify the order in which the items in the view are sorted. For example, an Inbox view might sort messages by the Date field, within the group.

To Format the Columns in a View

You can format the display of columns in the current view in the following ways:

To add a column to the view, right-click on any column heading, then choose Add a Column from the popup menu. An Add a column dialog is displayed.

To add a column, drag the column from the dialog to the position in which you want the column to appear.
To move a column, drag the column heading. Drop the column heading at the position in which you want the column to appear.
To remove a column, right-click on the column heading, then choose Remove This Column from the popup menu.
To adjust the width of the columns, point to the edge of the column that you want to change. A resize table column pointer is displayed. Drag the edge of the column to the size that you want.

Alternatively, you can automatically adjust the width of the columns to fit the contents. To automatically adjust the width of the columns, right-click on the column heading, then choose Best Fit from the popup menu.

For information about how to save the current view, see To Save a View.

To Customize a View

To customize the current view, except for calendar views, perform the following steps:

Right-click on any column heading, then choose Customize Current View from the popup menu. A Customize Current View dialog is displayed.
To specify the fields displayed in the view, click on the Fields Shown button. A Show Fields dialog is displayed.

To add a field to the view, select the field in the Available Fields list box, then click Add. The field is moved to the Show these fields in order list box.

To remove a field from the view, select the field in the Show these fields in order list box, then click Remove. The field is moved to the Available Fields list box.

To change the position of a field in the view, select the field in the Show these fields in order list box. Click the Move Up button or Move Down button to change the position of the field. Repeat these steps until the field is in the required position.

Click OK to close the Show Fields dialog.
To specify how items are grouped in the view, click on the Group By button. A Group dialog is displayed.

Select the first field by which you want to group items from the Group Items By drop-down list. Use the Ascending or Descending options to select the order in which you want to display the items in the group. To display the name of the field by which the items are grouped, select the Show field in View option.

To group items by additional fields, use the Then By drop-down lists and the associated options.

To clear all the settings in all the elements in the Group dialog, click on the Clear All button.

Click OK to save your settings and close the Group dialog.

Note –
You cannot specify how to group items in Inbox views.
To specify how the fields are sorted in the view, click on the Sort button. A Sort dialog is displayed.

Select the first field by which you want to sort items from the Sort Items By drop-down list. Use the Ascending or Descending options to select the order in which you want to display the items in the view.

To sort items by additional fields, use the Then By drop-down lists and the associated options.

Click OK to close the Sort dialog.
Click OK to close the Customize Current View dialog.

For information about how to save the current view, see To Save a View.

To Save a View

To save the current view, perform the following steps:

Choose View -> Current View -> Save Custom View.
To create a new view, select the Create New View Named option. Type a name for the new view in the text box under the Create New View Named option.

Alternatively, to overwrite the current view, select the Replace Existing View option.
Click OK.

To Create a Custom View

Perform the following steps:

Choose View -> Current View -> Define Views. A Define Views for component dialog is displayed.
To create a new view, click New.
Type a name for the view in the Name of new view text box. Select a type of view from the Type of view list box. Click OK. A dialog is displayed that you can use to define the characteristics of the view.
To specify the fields displayed in the view, click on the Fields Shown button. A Show Fields dialog is displayed. For information about how to specify the fields displayed in the view, see To Customize a View.
To specify how the items are grouped in the view, click on the Group By button. A Group dialog is displayed. For information about how to specify how the items are grouped in the view, see To Customize a View.
To specify how the fields are sorted in the view, click on the Sort button. A Sort dialog is displayed. For information about how to specify how the fields are sorted in the view, see To Customize a View.
Click OK on the define views dialog to create the view.

To revert to the default view settings, click on the Revert button.
Click OK on the Define Views for Mail dialog to close the dialog.