Outlook 2010 - How to create custom Group By Arrangements for email

Not open for further replies.
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
June 2011: I've been wanting to do this for a long time but only recently figured out how to accomplish it.

Before I get to my suggestion, it's important to understand that Outlook 2010 comes with built-in, pre-defined groups to organize email in one's Inbox or other mail folder. Click VIEW tab in the upper navigation area, then click VIEW SETTINGS (under Current View). The Advanced View Settings windows appears. Click OTHER SETTINGS button and then checkmark "Show items in Groups" adjacent to Grid Line Style. Note that this is easier achieved by right-clicking any column heading, then clicking Arrange By > Show in Groups. You'll now notice that your mail items are arranged in groups such as "Three Weeks Ago", "Last Month" and "Older". While this may be helpful to some, more savvy users who prefer defining a custom group (such as group by Month Received) will want to read the remainder of this post.

In the following example, I'll define a new field for "Month Received" and then group my email by this new, custom value:

1. Click VIEW tab, then View Settings, then the Columns button,

2. In the "Select Available Columns" dropdown, choose "User-defined fields in folder",

3. Click the "New Column" button,

4. Set the name as "Month Received",

5. Set the type as "Formula",

6. Click the Edit button,

7. Click the Function button and choose "Date/Time", then "Month( date )",

8. Erase the word "date" that appears inbetween the parenthesis,

9. With the cursor inbetween the parenthesis, click the Field button and choose "Date/Time", then "Received",

10. Click OK to save this formula,

11. If you did as described, you should now see "Month( [Received] )" in the Formula box,

12. Click OK to safve this new custom column,

13. The new column "Month Received" should now appear at the bottom of the Show These Columns" box. Move it as desired, using the "Move Up" or "Move Down" buttons,

14. Click OK to save the columns settings,

15. Click OK to save the advanced view settings,

16. You should now see a new column for "Month Received" which contains the numeric value of the associated month,

This is where I left off. I should be able to sort and/or group on this custom column .. but it appears that Microsoft's short-sighted anticipation of true customization has not allowed for this action.

If you're able to figure out the remainder of this task, please let me know!
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server
Thank for the reply, however, it's extremely short-sighted for a Microsoft product to disallow this. If what you said was true, MS SQL, MS Access and other data-related tools would be out of business. Let's be honest; Microsoft failed to predict this need and therefore didn't bother to make it a feature. Granted, there may be a performance hit, if the mail data is not stored in a relational DB and having to perform this dynamic sort, but you can't expect me to believe it's impossible or impractical. Respectfully,Paulie D

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
While outlook data files are databases, they aren't nearly as good as "real" databases - and Outlook's abilities aren't anywhere close to Access and SQL. But yes, it would be nice if we could sort and group on custom fields.
Not open for further replies.
Similar threads
Thread starter Title Forum Replies Date
D create an html table in outlook custom form 2010 using vba in MsAccess Outlook VBA and Custom Forms 7
S Adding a recipient's column to Sent folder in Outlook 2010 Outlook VBA and Custom Forms 1
e_a_g_l_e_p_i Can emails from Gmail be deleted when they are downloaded to Outlook 2010 Using Outlook 1
L Outlook 2010 Outlook 2010 Outlook VBA and Custom Forms 2
C What folders are needed when reinstalling Outlook 2010 Using Outlook 0
e_a_g_l_e_p_i Gmail in Outlook 2010 preview issue Using Outlook 4
e_a_g_l_e_p_i Outlook 2010 Help setting up Gmail account in Outlook 2010 Using Outlook 3
B Outlook 2016 Unable to view images or logos on the outlook 2016 emails the same html code works well when i use outlook 2010 Using Outlook 0
M Outlook 2010 Outlook 2010 with O365 / Exchange Online Using Outlook 0
F Outlook 2010 Outlook 2010 and GMail Using Outlook 0
D Outlook 2007 vs. Outlook 2010 -- ToDo Bar Using Outlook 0
e_a_g_l_e_p_i I think it may be time to upgrade from Outlook 2010 Using Outlook 3
T Why does outlook 2010 convert only some forum notifications to plain text? Using Outlook 0
I Error saving screenshots in a custom form in outlook 2016, outlook 365 - ok in outlook 2013, outlook 2010 Outlook VBA and Custom Forms 5
M Outlook 2010 Problem with OutLook 2010 32 bit, after Windows Auto Update Using Outlook 3
M PST import from Outlook 2007 to 2010 - Address Book contacts all in 1 group Using Outlook 4
D Outlook 2010 account setup fails in particular domain Using Outlook 3
B Outlook 2010 is Auto Purging when not configured for that Using Outlook 1
W Outlook 2010 Reading Pane Slows Startup Using Outlook 3
S Outlook 2010 unable to change default font Using Outlook 7
B Outlook 2010 Can not find a certain file in M/S Outlook 2010. Using Outlook 1
Mark Foley Cannot enable add-in in outlook 2010 Using Outlook 0
W Outlook 2010 some sent items marked unread now (was Ok before) Using Outlook 0
RBLampert Updating from Outlook 2010 to Outlook 365 Using Outlook 0
L What are the risks of opening an Outlook 2016 .pst file in Outlook 2010? Using Outlook 4
S Unable to remove rule outlook 2010 Using Outlook 0
N Outlook 2010 Flag blocked for Safe Senders List???? Using Outlook 7
dweller Outlook 2010 Rule Ignores VBA Script Outlook VBA and Custom Forms 2
Mark Foley Unable to subscribe to published calendar in Outlook 2010 Using Outlook 4
K Maximum Categorize Shortcuts In Outlook 2010? Using Outlook 1
E Unable to open Outlook 2010 after adding new email account Using Outlook 4
RBLampert Outlook 2010 no longer (?) shrinks large images Using Outlook 4
N Outlook 2010 will not send nor receive Using Outlook 4
U Outlook 2010 'freezes' before moving emails Using Outlook 2
P Outlook 2010 trusted emails going to spam folder Using Outlook 18
E Outlook 2010 Subject sort uses Thread-Topic for grouping Using Outlook 2
King Mustard Maximum Categorize shortcuts in Outlook 2010? Using Outlook 1
C Outlook 2010 keeps asking for username and password Using Outlook 1
M Duplicate Primary Mail Accounts outlook 2010 Using Outlook 0
T Compacting Outlook 2010 OST results in old emails being re-sent Using Outlook 6
K Outlook 2010 duplicate download emails 1 inbox 1 PST no updates Using Outlook 3
Potty Ash MS Outlook 2010 custom form - validation or formula to request user to check a checkbox Outlook VBA and Custom Forms 16
RBLampert Outlook 2010 sends to/receives from some Gmail addresses but not others Using Outlook 3
e_a_g_l_e_p_i Question about address book in Outlook 2010 Using Outlook 9
e_a_g_l_e_p_i Is there a good third party SPAM filter that intergrates with Outlook 2010 Using Outlook 7
e_a_g_l_e_p_i Another reinstall of Outlook 2010 issue Using Outlook 10
S Outlook 2010 Cannot Open Attachments Using Outlook 14
Justo Horrillo Issue with rules in Outlook 2010 Using Outlook 4
L Upgrade from Outlook 2010-any reason to? Using Outlook 1
C Attached Files outlook 2010 Using Outlook 1

Similar threads