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Searching for content

From: Migrating from Outlook 2003 to Outlook 2010

Video: Searching for content

When you need to find content that might be buried in an e-mail message, for example, or in a calendar event, even a task, the search functionality available in Outlook 2003 versus Outlook 2010 is very different. Here in Outlook 2003, for example, depending what you are looking at here, whether it would be mail, calendar, contacts, et cetera, you do have a search field that allows you to find contacts, and that's all it does. You can type in the name of a contact, and it will open up their card with their information.

Searching for content

When you need to find content that might be buried in an e-mail message, for example, or in a calendar event, even a task, the search functionality available in Outlook 2003 versus Outlook 2010 is very different. Here in Outlook 2003, for example, depending what you are looking at here, whether it would be mail, calendar, contacts, et cetera, you do have a search field that allows you to find contacts, and that's all it does. You can type in the name of a contact, and it will open up their card with their information.

If you need to find content in an e-mail message or in a calendar event, you need to take it a step further. You can go to the tools menu and choose Find from there, or click Find right from the toolbar, and this does give you a couple of more fields, so you can type in what you are looking for and where you want to find it. Because we are looking at mail at this point, whatever we search for, let's say it's the word "bonsai," and you can try your own with your own messages, Inbox is the default, but if we click the dropdown, we can choose All Mail Folders, or just mail that you have received or sent. Or you can go and choose the actual folders, but there are many clicks and many steps involved.

If we choose, for example, Mail I Received, and click Find Now, it will locate any messages with the word we typed in, and when we click the message, we see it in the subject here. Now in Outlook 2010, things get much simpler. Thanks to Indexing, search functionality has been vastly improved in Outlook 2010. We'll start with our Mail selected in the Inbox. So if you have got a series of e-mail messages, you can follow along by searching for your own content. You'll notice, no matter what's selected, you have got a search field that appears just above, and to the right-hand side of, the pane.

So here in this case, we are going to be searching our Inbox, and when we click in here, look what happens. The Search tab is selected for you automatically, and Search tools appear on this Ribbon. This allows you to define the scope, refine your search, and access options for searching. So let's say we know for sure that the e-mail message we are looking for has attachments. Well in this case, in the Refine group, we can click Has Attachments, and the list of e-mail messages is narrowed down. Notice that Has Attachments has been added to this field.

We will hit the spacebar and add some additional words. We know for sure that the person who sent us the e-mail had three samples for us to look at. So let's type in those two words, three, and as soon as we do that, then the list narrows again. It's lightning fast. We will leave a space and type in samples, and now we are down to two: Sample Designs for Review, Sample web site designs for your review. So we have got two of them here, and we can just double-click now to see the contents there and Look at the three samples, and they are attached here at the top.

So it was a quick way to narrow it down and find exactly what we were looking for in our Inbox. When we close it up, that information stays there. We click inside and just take that out by selecting it and pressing Delete, and we can start over, because this is really cool. In the Scope area, by default, we are looking at the current folder, but if you wanted to look at subfolders as well in your Inbox, you can include them, or I like this one: All Outlook Items. When we select this, this will include your tasks, it will include your calendars, even your contacts.

So whatever we are searching for here, we are going to see a list. So let's just type in something like the word "sample." Right away, you can see, we have got groupings here In Folder, so these are deleted items. Here we have got Important ones. Here is our Inbox, and you can see the word "Sample" appearing in the Subject of the message. And as we scroll down, we are going to see every single message, every single calendar entry, every single tasks containing the word "sample," and we can continue to add additional words to narrow down this list, but it was super fast in giving us results.

So if you wanted to use some of the Refine options, for example, maybe we are looking for the word "sample" in the Subject. So we can choose that and then type in the word "sample," and this might narrow it down. Okay, it's a little bit narrowed down. If we only want ones with the attachments, again we can do that. You can see the list gets narrower and narrower, and we are going to finally find the exact message we are looking for, or Outlook item, which could be, again, a task, it could be calendar event - you name it. Lightning fast search capabilities now in Outlook 2010, vastly improved over Outlook 2003. Click the Close Search button when you are done searching, and you will be back to your previous view.

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Migrating from Outlook 2003 to Outlook 2010

15 video lessons · 4261 viewers

David Rivers
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