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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
You'll often need to find an old e-mail that you've sent, received, or even deleted. Outlook provides a quick but limited search capability, and a very powerful Advanced Find function. To use the simple Search feature, just place your cursor in the Search Inbox field or press the shortcut, Ctrl+E. It helps to already be in the folder that you believe your e-mail to be in, since this feature only scans the current folder by default. You can now type something into the Search field.
This can be someone's name or a keyword. Outlook will search the subject of an e-mail, the body, and even attachments of most file types. If I want to get more specific, I can use the Refine features located in the Ribbon. I can specify who it's from, whether or not it has attachments, is it belongs to a category, and a few others. Remember that this is only looking in the current folder. To expand the search to include all of Outlook's e-mail, I need to click on All Mail Items to the left of the Ribbon.
Shortcut key for this is Ctrl+Alt+A. If this simple search doesn't work, I can also execute an advanced find. To do this, start with a normal search, then pull down the Search Tools menu and choose Advanced Find. The shortcut key for this is Ctrl+Shift+F, and it works even if you haven't already started a search. In the dialog box that appears, go through the fields and enter any information to make your search more specific. You might say it includes the word budget in the subject or message body, and you know it's from Judith.
You might also know that it has an attachment and that the file is pretty big. Remember that, like before, this only searches the folder that you are in initially. To change that, I can click Browse and change the folder that I want to search. Perhaps I'll search the entire Mailbox. Just make sure that Search subfolders is checked. One reason that Advanced Find is uniquely powerful is that I can change what kind of item I'm looking for. It doesn't have to be an e-mail. For example, if I pull this down, I can specify to look through Appointments, Contacts, Tasks, or just any type of Outlook item.
You might find this method to be far more powerful than the simple search discussed earlier. So there are two quick ways to search through your Outlook e-mail. Outlook provides a third method called a Search Folder, and I'll get to that in the next video.
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