How to Collapse & Expand Emails Group in Outlook?

Last Updated on January 1, 2024 by Amit Bansal

Collapse & Expend Emails groups in Outlook help you to select a set of emails that you have already sorted.

This feature can be a real timesaver, especially if you receive a lot of emails, work with documents containing lists of emails, or deal with emails that can easily be broken up into different logical groups.

Grouping your emails in the folder is simple, finding a specific email group is quite difficult all the emails are arranged in a group but scattered.

There comes the role of the Collapse & Expend option: In this article, you will learn ‘How to Collapse & Expend Emails Group in Outlook’.

How to Collapse or Expand All Groups in Outlook?

By default, the Outlook Folder is arranged according to the date, the latest email received would be on the top and the older one on the bottom.

That way the email inflow is arranged, and you can filter or sort emails according to the requirement, like Subject, From, size, attachment, and many more.

You made the groups but still, to get another group you need to scroll down, Outlook Collapse feature tries to bring your group onto the screen in a single click.

Let’s dive in and understand how it works:

Step 1: Open Outlook.

Step 2: If you want to collapse or expand a single group per time, you need to select this group and then click View

Step 3: Click Expand/Collapse from the arrangement section.

expand collapse in outlook email body

Step 4: You will get four options:

  1. Collapse this group
  2. Expand this group
  3. Collapse all groups
  4. Expand all groups
Expand/Collapse options
  • Collapse this group – These options allow you to collapse all emails within a specific group with a single click. You will only see the name of the group (for example, “Today,” “Yesterday,” etc.). To collapse a group, click on any email within that group and then select “Collapse this group.” The group will automatically be minimized.
Collapse this group
  • Expand this group – This procedure reverses the ‘Collapse this group’ action. To view all emails within a group, simply expand it. To do this, select a group that is currently collapsed and click ‘Expand this group’. Alternatively, you can click the forward arrow to open the group.
Expand this group
  • Collapse all groups – This feature allows you to minimize all groups with just a single click. When activated, it hides the emails within each group, leaving only the group names visible.
Collapse all groups
  • Expand all groups – Similarly, you can expand all previously collapsed groups. By clicking on ‘Expand all groups’, the emails within each group will become visible, returning your inbox to its standard layout.

Collapse Or Expand All Groups Using Advance View Setting

There is another method to Collapse and Expand All Groups in Outlook.

Open Outlook >> Click View Tab >> View Setting

Collapse Or Expand All Groups Using Advance View Setting

Customized View Dialog box pops up, in that dialog, click Group By:

Collapse Or Expand All Groups Using Advance View Setting

If you want to open Outlook with all groups expanded by default, please select All Expanded in the Group By dialog under Expand/collapse defaults. If not, select All Collapsed.

Expand/collapse defaults

Keyboard Shortcut – Alt + V +V + Down arrow + Enter + Tab + Down arrow

Keyboard Shortcut to Expand and Collapse in Outlook

The user can easily Expand and Collapse in Outlook using the Keyboard Shortcut:

What it does?Keyboard Shortcut
Collapse this groupAlt + V + E + C
Expand this groupAlt + V + E + E
Collapse all groupsAlt + V + E + G
Expand all groupsAlt + V + E + X

Another Keyboard Shortcut to Expanding and Collapsing Group:

  1. Hold Ctrl Key and Press + Sign to expand all groups.
  2. Hold Ctrl Key and Press – Sign to collapse all groups.

Wrap Up

Expand and Collapse in Outlook features are extremely helpful for those users who are dealing with the bulk of email messages.

In case your inbox is in collapse mode, any new email message that arrived will not be visible, you are unable to find out until you expand the group about the new mail.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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