Forum Discussion
Can't collapse all groups in new Outlook?
Hi,
I just downloaded the new Outlook app to try and I don't see a way to collapse all groups nor could I find anything in the help menu. Is this not possible with the new version? I have a lot of email in my accounts so this is concerning and I'm hoping that I'm just missing something. Since this will likely be a mandatory upgrade I would like to know.
Thanks in advance.
41 Replies
Update as of June 29:
In the New Outlook, the ability to collapse or expand all emails by time period is still unavailable.Microsoft recently introduced a “Jump to” feature that lets you quickly scroll to a specific date. While helpful for navigation, it doesn’t actually collapse or hide emails, so it won’t reduce screen clutter or distractions.
Like in Classic, many users want a one-click option to collapse or expand all emails for a cleaner view. Unfortunately, Microsoft has not shared any timeline for bringing this feature back.
Tip: Use the Feedback option in New Outlook to request this functionality—it does make a difference.
If you find this information helpful, please mark it as the best response. This way, it will assist others with the same question.
#traccreations4e-r25 6/29/2025
Oh, also, I can't use the feedback feature because our local government owns the license, and I can't verify the license as one of their users.
You can also visit the feedback portal website:
https://feedbackportal.microsoft.com/feedback/forum/89a8afa3-2e1c-ec11-b6e7-0022481f8472
But does it jump to category? I work in the court system. I sort my emails with tags by the defendant's name. I often have to go into the folder I move the email into to ascertain whether a task was completed or to get information that I may have forgotten. Jumping to a date does no good when I'm looking for a defendant whose name is Nuckles, for example, in the folder M-O. I have to collapse every single category...and some won't collapse at all...to get to the group of emails I'm trying to find, and trust me, doing a traditional search doesn't work because not everybody is putting the defendant's name in the email.
I appreciate your reply and can see where it might be helpful for some, but for my particular issue - unless it can "jump" to a category - it doesn't help. :-)
clogva1 I agree with you. I am on the fence with the Jump To functionality. I would really like the ability to collapse/expand all.
In New Outlook, if you and your team have assigned emails to a category [Defendant's Name], you can:
1) Click on the tag next to the email to display all emails assigned to that category, regardless of folder location. (Video at 36:25 https://youtu.be/IOPjss4N3Ms?si=ZGXOR3urEpc-0NI6&t=2184 )
2) Add categories to your favorites (For your scenario, I would add to favorites the most frequently used ones. Great for short-term workflow.) (Same video as above)
3) Create a custom Search Folder of categories that you can easily access anytime. (Video: https://youtu.be/jAUa99ZrVpA?si=SSHZ3j45TyX2QbRi )If you find this information helpful, please mark it as the best response, which will assist others with the same question.
#traccreations4e-r25 7/28/2025
Collapse all Groups does NOT work in New Outlook. WHY switch to an app that has missing functionality?
Managed to get it to work. Right-click on any group header and select Collapse All Groups.
Can you share a screenshot?
I'm not able to have any action prompt when clicing right click on a group headerSame here.
Please share screenshot of your solution. The problem I face is when sorting the inbox by "From", all emails are expanded and there is no option to collapse all groups, individually you can do it by clicking in the arrow.
May 2025, and this feature is still not availaible.
That's the only reason why I'm not switching to the "new" MS Outlook...The New Outlook is pathetic. The resend this message option was missing which they included & now the collapse buttons appear & disappear at random. Except for older messages all others have collapse buttons but they go missing off n on. Very frustrating. prefer to use old outlook.
This is definitely not available in the "New Outlook" current in January 2025. Outlook itself confirms that there isn't even a collapse setting:
Reverting to Old Outlook as this is basic functionality.
How do I revert back to the old if my Office 365 downloaded and installed automatically on my new device?
roblinb, I just wanted to share the information I just found by asking Copilot. Not very good news I'm afraid 😐. Looks like we will only be able to collapse by the grouping we have chosen for example mine are grouped by date, so I can click on the and collapse all emails by day group. Hope this helps!
In the newest version of Microsoft Outlook 365, the ability to collapse email groups is currently not available. https://answers.microsoft.com/en-us/outlook_com/forum/all/how-to-collapse-group-on-new-outlook-app-version/627fe51a-edd0-4156-be32-de3856a0e6f9https://answers.microsoft.com/en-us/outlook_com/forum/all/how-to-collapse-group-on-new-outlook-app-version/627fe51a-edd0-4156-be32-de3856a0e6f9https://answers.microsoft.com/en-us/outlook_com/forum/all/new-outlook-view-question-collapsingexpanding/e886b4dd-14d5-4206-8357-43297ab842ee.
https://answers.microsoft.com/en-us/outlook_com/forum/all/how-to-collapse-group-on-new-outlook-app-version/627fe51a-edd0-4156-be32-de3856a0e6f9https://answers.microsoft.com/en-us/outlook_com/forum/all/how-to-collapse-group-on-new-outlook-app-version/627fe51a-edd0-4156-be32-de3856a0e6f9. https://answers.microsoft.com/en-us/outlook_com/forum/all/how-to-collapse-group-on-new-outlook-app-version/627fe51a-edd0-4156-be32-de3856a0e6f9https://answers.microsoft.com/en-us/outlook_com/forum/all/how-to-collapse-group-on-new-outlook-app-version/627fe51a-edd0-4156-be32-de3856a0e6f9.
If you have any other questions or need further assistance, feel free to ask!
That's just dumb and unacceptable. I'm forced by Microsoft to use New Outlook because I can no longer add new accounts on old Outlook. But they've taken away so much basic functionality. What a bunch of so and so's.
LaurieB_2324 CoPilot told me it was possible via the "View Settings" menu. The button referenced did not exist and the source article was from 2014. Thanks CoPilot.
I'm adding myself to the list of peoples who's workflow is destroyed by the new Outlook. This is very basic functionality that pretty much every other mail client has, including the old version of outlook. Hopefully we are not too far off because I would love to be getting some value from my copilot license which only works in this version of outlook.
- It would be great to get an answer to this. I can't find the three dots either.
- Please develop this feature. As written here, it's frustrating and categories make no sense like this.
WayneBatenchek's method works. I would also add the menu option to your quick access toolbar.
paulnewman Could you share a screenshot, where you found this option? I cannot find it.
roblinbI clicked on View, then the 3 dots ... on the right, then hovered over Expand/Collapse in the drop-down menu, and found Collapse All.
I can't find what you're referring to. Can you show screen shots of what you did? thanks
- Can not find the .... Cam you add a screenshot?
- I don't have the 3 dots either, unless I am looking in the wrong place :o(
