How to arrange Outlook windows?

Outlook provides versatile options to arrange its windows, internal panes, and message list columns, enabling you to create a personalized and efficient workspace. Whether you're managing multiple application windows or fine-tuning the display of your emails, Outlook offers intuitive controls for a customized view.

Arranging Outlook Application Windows

When you launch Outlook, it typically opens as a single application window. However, you can open multiple Outlook windows simultaneously—for instance, one for your Inbox and another for your Calendar—and arrange them on your desktop.

Moving and Resizing Individual Windows

Move a Window: Click and hold the title bar (the top bar) of the Outlook window, then drag it to your desired position on the screen.
Resize a Window: Position your mouse pointer over any edge or corner of the Outlook window until the pointer changes into a double-headed arrow. Click and drag to expand or shrink the window to your preferred size.

Managing Multiple Outlook Windows

To work with several Outlook windows at once, such as your Mail and Calendar side-by-side:

Open Multiple Instances: Right-click the Outlook icon on your Windows taskbar and select "Outlook" again to open a new instance. Repeat as needed for different sections (e.g., Mail, Calendar, Contacts).
Use Windows Snap Assist: Drag an Outlook window to the left or right edge of your screen. Windows Snap Assist will automatically resize it to half the screen. You can then choose another open Outlook window (or any other application) to fill the other half. For more control, use the Windows key + Left Arrow or Windows key + Right Arrow to snap windows to different halves or quarters of your screen.
Manual Arrangement: Open your desired Outlook windows and manually drag and resize each one to fit your screen layout, positioning them as you prefer.

Customizing Internal Outlook Panes and Views

Beyond arranging the main application windows, Outlook allows you to extensively customize its internal layout, including the Navigation Pane, message list columns, Reading Pane, and To-Do Bar.

The Navigation Pane (Folder List)

The Navigation Pane, typically on the left side, provides quick access to your mail folders, calendars, contacts, and tasks. Customizing it can streamline how you navigate through Outlook.

Resizing: Position your mouse pointer on the divider line between the Navigation Pane and the message list. When the pointer changes to a double-headed arrow, click and drag to the left or right to adjust its width.
Minimizing or Expanding: To free up screen space, you can minimize the Navigation Pane. Go to the View tab on the Ribbon, then in the Layout group, click Folder Pane and choose Minimized. To expand it back, select Normal.
Rearranging Navigation Bar Items: At the bottom of the Navigation Pane, you'll find icons for Mail, Calendar, People, and Tasks. You can drag these icons up or down to change their order of appearance.
Managing Favorite Folders: Drag any frequently used mail folder directly into the Favorite Folders section at the top of the Navigation Pane for quick access. To remove a folder, drag it out of the Favorites section.

For more details on the Navigation Pane, refer to Microsoft Support on Navigation Pane.

The Message List Columns

In folders like your Inbox, Sent Items, or Drafts, the message list displays key information in columns such as 'From', 'Subject', and 'Received'. You have full control over their arrangement and sizing.

Rearranging Columns: To rearrange the columns, simply click a column heading, and then drag it to a new position within the message list. This allows you to prioritize the information you see first.
Resizing Columns: To resize a column, rest your mouse pointer on the right edge of the column header until the pointer changes to a double-headed arrow, and then drag the edge to your desired width.
Adding or Removing Columns: Go to the View tab, click View Settings (in the Current View group), then select Columns. Here, you can add or remove available columns and adjust their order.
Sorting Items: Click on a column header (e.g., Date, From, Subject) to sort the items in that folder by that criterion. Click again to reverse the sort order (ascending/descending).

You can find more information on customizing columns through Microsoft Support on customizing columns.

The Reading Pane

The Reading Pane allows you to preview emails without opening them, saving you time and clicks.

Positioning: Go to the View tab, and in the Layout group, click Reading Pane. Choose Right (default), Bottom, or Off to hide it.
Resizing: If the Reading Pane is visible, position your mouse pointer on the divider line between it and the message list. When the pointer changes to a double-headed arrow, click and drag to adjust its size.

For more on the Reading Pane, check out Microsoft Support on the Reading Pane.

The To-Do Bar

The To-Do Bar, typically on the right, provides a quick overview of your upcoming appointments, tasks, and favorite contacts.

Showing or Hiding Components: Navigate to the View tab. In the Layout group, click To-Do Bar and select which components you want to display (Calendar, Tasks, People) or choose Off to hide the entire bar.
Resizing: Position your mouse pointer on the divider line between the To-Do Bar and the message list. Click and drag to adjust its width.