You may be one of those people who files absolutely everything, or you may be someone who files nothing. Either way, it can be a challenge to keep track of emails both sent and received. What happens when you need to quickly find an email you received from a client, colleague or friend? Just how do you find it?
And what if it has an important attachment which you forgot to save somewhere safe?
Outlook Search will save the day
Search has moved. It used to sit just above the Inbox, and using the Keyboard Shortcut Control + E would action the Search box and display the Search Ribbon.
Now, however, Search lives right at the top of the Outlook window in the Title Bar, and is available in every Outlook folder.
You can still use the same keyboard shortcut to action the Search Box and display the Search Ribbon.
You can also still use the Filter icon in the Fine group of the Home tab to filter your email. This is very similar to using Search.
What can I search for?
Look for email:
Received From – all email from a particular person
Subject – all email with a particular subject line
Has Attachments – email that has attachments – only emails with attachments will be displayed
Categorised – find email in a certain category
Sent To – email sent to someone
Unread – find only unread email
Flagged – choose from a range of flags and find all the email with that flag applied
Important – find all emails marked as important
More – find more search criteria
Recent Searches – this will show you a list of recent searches so you can run them again
Search tools – set indexing options and more
What is this drop-down when I go to the new search?
When you first jump into the search bar Outlook opens a drop down with some helpful information.
Note that you can decide where you are searching – whether Current Folder, Current Mailbox or All Mailboxes. The Search list will also suggest some of your recent searches.
Can I combine search criteria?
What if I want to find all the email from Paul that has attachments? Easy peasy.
Use Control+ E to start the Search
Then, on the Search Ribbon, click From and type the email of the person you want to find and then click on Has Attachments. Only email from that person that has attachments will be shown.
You can combine any number of search criteria.
What is the difference between Search and Filter?
Search allows you to combine criteria while Filter looks for just one criterion.
By now, you have probably had a play and tried entering a number of words, names or terms to filter or search on. Here’s one more tip – you can refine your search by using logical operators such as AND, OR, = or NOT. For example, suppose you wanted to find emails that mentioned two of your colleagues. By entering the two names into the Search bar, e.g. Anna AND Paul, messages that contain both names will be displayed.
Hopefully, these tips will have helped you quickly find any emails you might be looking for – and saved you from wasting time searching.
To learn more about Microsoft
Outlook and see more mind-blowing shortcuts, head over to the Course Directory and check out Microsoft Outlook Email – Take Back Control of your Inbox for Windows or Microsoft Outlook Email for Mac – take back control of your Inbox for Mac users.