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Searching for messages

From: Outlook Web App (OWA) 2010 Essential Training

Video: Searching for messages

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.

Searching for messages

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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This video is part of

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Outlook Web App (OWA) 2010 Essential Training

52 video lessons · 4021 viewers

Gini Courter
Author

 
Expand all | Collapse all
  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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