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Outlook: find out large appointments with sorting by size

Author: Kelly Last Modified: 2014-03-21

As you see, we can easily get email messages' size and find out big messages quickly in Microsoft Outlook. However, there is no Size column in the Calendar view, and it seems hard to find out large appointments by size. Actually we can customize the calendar view, and sort all appointments by size, and then find out the large appointments with ease.

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The following tutorial will show you how to show calendar items in list view, sort appointments by size, and then you can find large appointments by size immediately.

Step 1: Shift to the Calendar view with clicking the Calendar in the Navigation Pane.

Step 2: Change the calendar view into List view:

  • In Outlook 2010 and 2013, please click the Change View > List on the View tab;
  • In Outlook 2007, please click the View > Current view > All Appointment.

Step 3: Open the Advanced View Setting dialog box:

  • In Outlook 2010 and 2013, please click the View Settings button on the View tab;
  • In Outlook 2007, please click the View > Current View > Customize Current View.

Step 4: In the popping up dialog box, please click the Columns button (In Outlook 2007, please click the Fields button.)

Step 5: In the Show Columns dialog box:

  • 1) Click the Select available columns from: box, and select the All Appointment fields from the drop down list;
  • 2) Select and highlight the Size in the Available columns: box;
  • 3) Click the Add button;
  • 4) Click the OK button.

Step 6: Click the OK button in the Advanced View Settings dialog box.

Now the Size column is added to the right side in the List view. See the following screen shot.

Step 7: Click the Size at the header of new added Size column, and then it will sort all appointments by size.

Now you can see all appointments are arranged by size from biggest to smallest, or the reversing. Till to now, you can easily find any appointments by size in this List view.

Note: You can save your customized current view with clicking the Change View > Save Current View As a New View on the View tab in Microsoft Outlook 2010 and 2013. See the following screen shot:

And in the coming Copy View dialog box, name the customized view in the Name of new view: box, and click the OK button.

By the way, if you want to apply this customized view to other folder, you can check the All Calendar folders option in the Copy View dialog box.


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Hello! I clean my calendar to get more free space thanks. Another question: What do you use to edit your images? (to put the arrows, boxes and numbering)
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