How to see all mail items in Outlook 2016 for Windows

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How to see All Mail Items in Outlook 2016

All mail

Shelley – is there a way to see All Mail Items in Outlook? I used to use Lotus Notes and found this particular view really useful. I can’t find it in Outlook – can you help?

This is a question I have been asked many times, especially when migrating an organisation from Lotus Notes to Outlook 2016.

Search Folders are the answer!

What are they? Where do I find them? How can they help?

A Search Folder is a container. You give it criteria to match and it runs all the time looking for email that matches the criteria you set.

For example, if you see Unread Mail on your favourites that is a Search Folder.

You will find them on the navigation panel at the bottom of your Folder List.

To see the ones you have, click the little triangle to expand the list – like in the image below:

The Search Folder labelled Hannah Liversidge is looking for all email sent to or received from Hannah my VA. It means that whenever I have an email exchange with Hannah I can find those emails quickly in the Search Folder. (There are other ways to search too)

Create a Search Folder

Right Click on the Search Folders shortcut in the Folder list or Navigate to the Folder Ribbon

Click New Search Folder

Folder List Folder Ribbon

Choose the type of Search Folder to create

As you scroll through the dialogue box, you will see that there are different categories of rules for the search.

To a Search Folder like the one I have for Hannah:

Choose – Mail from and to specific people (1) Select the person from the address book or type in their email address (2) then click OK.

You end up back at the first criteria box with the option to set which folder or account to look in. This would allow you to create a Search Folder for mail from another account.

Your new Search Folder now appears in the list

All Mail Search Folder

That’s all very well, but the original question was how to create an ALL mail folder.

Right Click on Search Folders in the navigation pane

Click New Search Folder

Then choose Create a custom search folder (1) and Name it (2)

That’s it. No further action needed, no further criteria necessary. It will simply create a folder with ALL mail items in it.

All mail items

I now have an All Mail folder

Have a go and let me know how you get on in the comments below.

What other things do you struggle with when using Outlook?

About the Author Shelley Fishel

I will help you be more productive and earn more money as a virtual assistant. As a trainer with 20 years experience, you'll love how you'll get between 4-8 hours a week back when you use Microsoft tools to their fullest potential. I'm also the author of several best-selling books on Microsoft Word, PowerPoint, Excel and Outlook, published at www.bookboon.com . Subscribe and get more productive!

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