How To Group Emails In Outlook?

Last Updated on May 22, 2023 by Amit Bansal

I personally am the biggest fan of Microsoft Excel and the most beautiful thing about Excel is the grouping, it helps me work smarter and faster.

In Microsoft Outlook, the flow of emails is endless, and arranging emails according to your convenience works smarter as well.

I found an email grouping feature in Outlook, which helps me arrange my inflow category-wise.

Throughout this article, I will share How to Group Emails in Outlook.

Outlook is a popular email client that many people use for professional communication. One of the most useful features of Outlook is the ability to group emails.

Grouping emails can help users organize their inboxes and find specific messages more easily.

There are several ways to group emails in Outlook, including by conversation, date, sender, and subject.

Users can choose the grouping method that works best for them based on their preferences and needs.

Additionally, users can create custom groups or distribution lists to quickly send emails to specific groups of people.

Overall, knowing how to group emails in Outlook is a valuable skill that can save time and increase productivity.

By organizing their inbox and quickly finding important messages, users can focus on their work and communicate more efficiently.

In the following sections, we will explore different methods for grouping emails in Outlook and provide step-by-step instructions for each method.

Understanding Email Grouping in Outlook

What is email grouping?

Email grouping refers to the process of organizing emails based on specific criteria such as subject, sender, or conversation.

This feature is useful for managing a large number of emails and keeping track of important messages.

Why group emails?

Grouping emails in Outlook can help to streamline your inbox and make it easier to find specific messages.

It can also save time by allowing you to view related emails together, rather than having to search for individual messages.

How does Outlook group emails?

Outlook uses various criteria to group emails, including subject, sender, and conversation.

By default, Outlook groups emails by conversation, which means that all messages with the same subject are grouped together.

Types of email groups

There are several types of email groups that you can create in Outlook, including:

  • Contact groups: These are groups of contacts that you can use to send emails to multiple people at once.
  • Distribution lists: Similar to contact groups, distribution lists allow you to send emails to a group of people. However, they can also be used to forward emails to another address.
  • Rules-based groups: These are groups that are created based on specific criteria, such as sender or subject. You can create rules to automatically move emails to these groups.

In summary, email grouping is a useful feature in Outlook that can help to keep your inbox organized and save time.

By understanding how Outlook groups emails, you can take advantage of this feature to make managing your emails easier.

Grouping Emails in Outlook

Outlook allows users to group emails by various criteria, making it easier to manage and organize their inboxes.

In this section, we will explore different ways to group emails in Outlook.

Grouping by Conversation

One of the most popular ways to group emails in Outlook is by conversation.

This feature groups all emails that are part of the same conversation thread, making it easier to follow the conversation history.

To group emails by conversation, follow these steps:

  1. Click on the View tab in the ribbon bar.
  2. Select the Conversations option.
  3. Choose the option that best suits your needs, such as By Date, By Conversation Topic, or By Sender.

Grouping by Related Messages

Outlook also allows users to group emails by related messages.

This feature groups all emails that have the same subject line or are related in some other way.

To group emails by related messages, follow these steps:

  1. Click on the View tab in the ribbon bar.
  2. Select the Show as Conversations option.
  3. Choose the option that best suits your needs, such as By Date, By Conversation Topic, or By Sender.

Grouping by Subject

Another way to group emails in Outlook is by subject. This feature groups all emails that have the same subject line. To group emails by subject, follow these steps:

  1. Click on the View tab in the ribbon bar.
  2. Select the Arrange By option.
  3. Choose the option that best suits your needs, such as Subject.

Grouping by People Icon

Outlook also allows users to group emails based on the people icon. This feature groups all emails that are from the same person or have the same people icon.

To group emails by people icon, follow these steps:

  1. Click on the View tab in the ribbon bar.
  2. Select the People Pane option.
  3. Choose the option that best suits your needs, such as From.

Grouping by From Address Book

Another way to group emails in Outlook is by the from address book. This feature groups all emails that are from the same person in your address book.

To group emails by from address book, follow these steps:

  1. Click on the View tab in the ribbon bar.
  2. Select the People Pane option.
  3. Choose the option that best suits your needs, such as From Address Book.

Grouping by Distribution List

Outlook also allows users to group emails by distribution list. This feature groups all emails that are part of the same distribution list.

To group emails by distribution list, follow these steps:

  1. Click on the View tab in the ribbon bar.
  2. Select the Arrange By option.
  3. Choose the option that best suits your needs, such as Distribution List.

In conclusion, Outlook provides users with various ways to group emails, making it easier to manage and organize their inboxes.

By following the steps outlined above, users can group emails by conversation, related messages, subject, people icon, address book, and distribution list.

Customizing Email Grouping in Outlook

Outlook is a powerful email management tool that allows users to customize how their emails are displayed in their inbox.

One of the most useful features of Outlook is the ability to group emails based on specific criteria.

This can help users to better organize their inboxes and find the emails they need quickly and easily.

In this section, we will explore the different ways in which users can customize their email grouping in Outlook.

Grouping by Date

One of the most common ways to group emails in Outlook is by date. This allows users to easily see all of the emails they have received on a particular day or in a particular week.

To group emails by date, users can simply click on the “View” tab in the ribbon and then click on the “View Settings” button.

From there, they can select “Group By” and then choose “Date” from the drop-down menu.

Users can also choose whether they want emails to be grouped in ascending or descending order.

Grouping by Folder

Another way to group emails in Outlook is by folder. This allows users to see all of the emails in a particular folder grouped together.

To group emails by folder, users can simply click on the “View” tab in the ribbon and then click on the “View Settings” button.

From there, they can select “Group By” and then choose “Folder” from the drop-down menu.

Grouping by View Settings

Users can also customize their email grouping in Outlook by using the “View Settings” option.

This allows users to create custom views that group emails based on specific criteria, such as sender, subject, or importance.

To create a custom view, users can click on the “View” tab in the ribbon and then click on the “View Settings” button.

From there, they can click on “New” and then choose the criteria they want to group by.

Grouping by Backup

Outlook allows users to back up their emails, which can be useful in case of data loss or corruption. Users can also group their emails based on backup status.

To group emails by backup status, users can click on the “View” tab in the ribbon and then click on the “View Settings” button.

From there, they can select “Group By” and then choose “Backup” from the drop-down menu.

Grouping by Office 365

Users who have an Office 365 subscription can also customize their email grouping in Outlook.

Office 365 includes a range of advanced email management features, including the ability to group emails based on specific criteria.

To customize email grouping in Office 365, users can follow the same steps as outlined above, but with additional options and settings available.

In conclusion, Outlook offers a range of powerful email grouping options that allow users to customize how their emails are displayed in their inboxes.

By using these options, users can better organize their emails and find the information they need quickly and easily.

How to Group Email Using Group by Function in Outlook?

Earlier in the previous article grouping email contacts/distribution lists sounds helpful. Creating email groups in Outlook in the inbox is another great method to find specific emails.

Conversation View in Outlook group emails from certain email addresses individually.

Using the Group by .. function creates groups (contacts, CC, dates, from, subject, send).

Multibranding shop with numerous products if not arranged properly neither the shop nor the customer understands which results in a mess.

By default, email is arranged in the inbox by date and ascending order, with the latest one on the top, you can group email messages by subject, To, Size, From, and Attachment. 

You can reverse the order by clicking on the upward arrow to downward.

arrange by date

Click on By Date, it opens up a dropdown list to allow the user to arrange emails in various setups (filter, arrange, sort).

Arrange filter sort email in outlook

For more clarity, we will show you an example:

How to Group Emails with the Same Subject in Outlook?

Outlook is an email client that can help you stay organized and make it easier to track your conversations.

You can group emails in a variety of ways such as sender or conversation type, but one of the most helpful tools is the ability to group by subject.

Grouping emails by their subject lines allows you to quickly search through specific topics in your inbox and categorize related messages together.

This guide will walk you through setting up Outlook so that your emails are grouped by subject.

Plus, we’ll provide some tips on how to use this feature for optimal organizational efficiency.

Grouping your inbox with the same subject is very easy and useful for those users who need to find out the specific email. There are three methods Outlook Group Emails by Subject.

Method A

Step 1: Open Outlook

Step 2: Select your folder [for instance inbox].

Step 3: Click on By Date, which expends and has numerous options.

Step 4: Under Arrange by, select Subject.

All your emails are arranged in a group of subjects, and all groups are arranged in the alphabetical letter (A to Z) Email subject starts with a numeric or special character that will be considered above the alphabet.

Apart from that, you can also arrange reverse sequence, (Z to A) in your folder very easily, all you have to do is click on the upward arrow to the top right corner where the list of emails begins.

That way you can find your buried email quickly.

Method B

Let’s dive in:

  • Open Microsoft Outlook >> Select the folder (Inbox)
  • Click on View Tab >> View Settings
make a group email list in outlook
  • An advanced view setting dialog box appears. >> Click Group by..
advanced view setting
  • Another dialog box appears where you can group the required email messages.
  1. Attachment
  2. Category
  3. CC
  4. Contacts
  5. Conversation
  6. Created
  7. Do not auto-archive
  8. Due date
  9. Flag completed date
  10. Flag Status
  11. Follow up flag
  12. From
  13. IMAP Status
  14. Importance
  15. Receive
  16. Receive representative name
  17. Recipient Name
  18. RSS Feed
  19. Sensitivity
  20. Send
  21. Start date
  22. Subject
  23. To
group email list in outlook

You can group email and then and then and then, the arrangement pattern in the mail list results look as desired.

Method 3

Other than that, there is another method, you can simply go to the arrangement section under the view tab and select a subject, and you will get the same result.

We hope this article helps you understand how to group email messages in Outlook.

Conclusion

In conclusion, grouping emails in Outlook is a great way to stay organized and save time. With just a few clicks, users can group their emails by sender, subject, date, and more.

This feature is available in all versions of Outlook, including Office 365, Mac, and Windows.

By grouping emails, users can quickly find and manage their messages without having to search through their entire inbox.

This is especially useful for those who receive a high volume of emails or work with a global address list.

Additionally, users can also create contact groups or distribution lists in Outlook to make sending emails to a group of people more efficient.

This can be done by selecting the “People” icon and creating a new contact group, adding members, and saving the group.

Overall, grouping emails in Outlook is a simple yet effective way to keep your inbox organized and save time.

With just a few clicks, users can easily manage their messages and stay on top of their email communication.

Frequently Asked Questions (FAQs)

Outlook is a powerful email client that offers a lot of features to help you manage your emails efficiently.

Here are some frequently asked questions about grouping emails in Outlook.

How do I group emails by date in Outlook?

To group emails by date in Outlook, follow these steps:

  1. Open Outlook and go to the folder you want to group.
  2. On the View tab, click the View Settings button.
  3. In the Advanced View Settings dialog box, click the Group By button.
  4. In the Group By dialog box, select Date from the list of options.
  5. Click OK to close the Group By dialog box.
  6. Click OK again to close the Advanced View Settings dialog box.

Now your emails will be grouped by date in the folder.

How do I group emails by the sender in Outlook?

To group emails by the sender in Outlook, follow these steps:

  1. Open Outlook and go to the folder you want to group.
  2. On the View tab, click the View Settings button.
  3. In the Advanced View Settings dialog box, click the Group By button.
  4. In the Group By dialog box, select from the list of options.
  5. Click OK to close the Group By dialog box.
  6. Click OK again to close the Advanced View Settings dialog box.

Now your emails will be grouped by the sender in the folder.

How do I group emails by the conversation in Outlook?

To group emails by the conversation in Outlook, follow these steps:

  1. Open Outlook and go to the folder you want to group.
  2. On the View tab, click the View Settings button.
  3. In the Advanced View Settings dialog box, click the Group By button.
  4. In the Group By dialog box, select Conversation from the list of options.
  5. Click OK to close the Group By dialog box.
  6. Click OK again to close the Advanced View Settings dialog box.

Now your emails will be grouped by the conversation in the folder.

How do I ungroup emails in Outlook?

To ungroup emails in Outlook, follow these steps:

  1. Open Outlook and go to the folder you want to ungroup.
  2. On the View tab, click the View Settings button.
  3. In the Advanced View Settings dialog box, click the Group By button.
  4. In the Group By dialog box, select None from the list of options.
  5. Click OK to close the Group By dialog box.
  6. Click OK again to close the Advanced View Settings dialog box.

Now your emails will be ungrouped in the folder.

How do email groups work in Outlook Outbox?

Yes, It works, most of the users are confused does grouping emails work in Outlook Outbox. All the above three examples work for outlook outbox also.

Related articles:

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

View all posts

Leave a Comment