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Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.
In OWA, searching and filtering are very, very similar. Search has some different scope that you can automatically set and that would be one of the biggest differences is when I filter, I'm filtering whatever appears in my information viewer; but when I search by default I'm searching my entire mailbox, which means I'm searching my Inbox and my Sent Items and any other folders that I've created. So I want to search though for something specific. When I filter I can show items that were categorized or who they were from.
But I don't want to look for something that's from a person. I'm looking for a message that has a particular word in it, a particular phrase. So I'm going to search for some information -- I know I had an email from somebody about catalogs. So I am just going to type in the word catalog. I can either press Enter or I can click the Search button here and there is the one email that is about catalogs anywhere in my mailbox, quick and easy.
Now if I knew for example that I was looking for a different word like contact, I can enter that and I'll get when it's in the subject, those two. But this one, hmm! Contact is probably in the body of the message. Who should I contact to remove those files. Let's say I had 50 messages come back as the result of looking for the word contact. and I say but I knew it was in the subject. Well, then I have the ability to say that I'm only looking for results that are in the subject or only results that are in the message body.
This dropdown expands my search pane to show advanced search; words you want to look; do you care who it's from or sent to, that's when you're searching in for example your Sent Items folder; is it in one or more particular categories? So I want to say I am only looking in the Subject. So please find contact in the subject only and when I click, notice that I only get where it says the word contact directly in the subject, not when it's in the body. If I want to say show it to me anywhere, this is the default setting. Look for the word in the subject, look for the word in the message body, now there we go again and we are back.
I can also say that I want to have particular categories, just like I could in filters and who they're from, but that's not the usual use here. The normal use of this particular function is to be able to look for terms because the Filter works really well for From and Categories. So let's say that I'm looking for meeting, look at all of these choices. Oh, what kind of meeting was it then? So maybe this was a staff meeting and I can provide more information and look how that trims it out very, very quickly for us.
This is how search works. One more option that you will want to know about is I have the ability to say I want to search in three different places. The default is to search your entire mailbox and that means that if you have a thousand messages in your mailbox, it will be searching all of them, even if a number of them are in subfolders. So let's go back and search for contacts again. And I have a choice now that I can search in one of three places. I can search in this folder, this folder and its subfolders, and the entire mailbox.
This is our default right now. Notice that I get to choose a default. So let's look at these three options. Filter will always be looking at the messages and the information viewer which is the current folder or subfolder. Let's say I have a thousand messages in my Inbox, but most of them are in subfolders and I want to be able to search very quickly. So if I know that most of the time, I want to search the folder that I'm in. Then I would actually change this setting and say search only in this folder.
If on the other hand I knew that all of the time I wanted to search the entire mailbox, including all my subfolders, I would leave the default; and if I'm thinking well you know if I'm searching the inbox, I don't want to search Sent Items too. I don't know if I'm searching items that I received or items that I sent, then you might consider using this folder and subfolders. Whichever of those choices you prefer you should set that as your default. So if you find that each time you're searching, the entire mailbox is more than you want to search and you really would prefer to search this folder and subfolders rather than changing it each time.
Just go in and set that as your new default. Now when I search I won't be looking in my Sent Items anymore, if I'm in my Inbox and if I am in my Sent Items, I'll only be searching the items that I have sent. So you have a lot of control over how search works as you're using it here in OWA.
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