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Outlook 2010 Essential Training

Searching for messages


From:

Outlook 2010 Essential Training

with Karen Fredricks

Video: Searching for messages

If you are like most of us, your Outlook holds a lot of information, and when you're trying to find the exact piece of information you need, it could feel like trying to find a needle in haystack. In previous versions of Outlook, searching for e-mail from a specific person might return e-mails that contain that person's name or their name was included as part of a distribution list. Outlook 2010 incorporates many new searching options to make find what you're looking for a snap. The first thing we are going to look at is the Instant Search window. And the Instant Search window is going to be located directly on the top of your list of items.
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  1. 1m 14s
    1. Introduction
      1m 14s
  2. 9m 46s
    1. The Outlook interface
      2m 46s
    2. Starting Outlook
      2m 35s
    3. Setting up IMAP/Exchange accounts
      2m 0s
    4. Setting up POP accounts
      2m 25s
  3. 33m 47s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 31s
    5. Searching for contacts
      3m 13s
    6. Creating contact folders
      6m 33s
    7. Creating contact groups
      5m 27s
  4. 21m 24s
    1. Introducing email
      2m 1s
    2. Finding the inbox
      3m 18s
    3. Reading email
      3m 12s
    4. Flagging and categorizing messages
      5m 9s
    5. Organizing messages with folders
      3m 7s
    6. Searching for messages
      4m 37s
  5. 23m 56s
    1. Creating new messages
      4m 48s
    2. Formatting a message
      4m 0s
    3. Replying and forwarding
      2m 54s
    4. Adding attachments
      2m 50s
    5. Working with signatures
      4m 1s
    6. Working with autocorrect and quick parts
      5m 23s
  6. 12m 23s
    1. Setting up protection levels
      5m 34s
    2. Sending spam to the trash pile
      2m 25s
    3. Recovering messages from the spam folder
      4m 24s
  7. 22m 51s
    1. Introducing Calendar
      3m 26s
    2. Creating appointments
      4m 49s
    3. Creating meetings
      4m 7s
    4. Creating and working with multiple calendars
      4m 22s
    5. Setting events and holidays
      6m 7s
  8. 36m 35s
    1. Deleting items from Outlook
      3m 52s
    2. Configuring options
      4m 25s
    3. Using the Conversation view
      3m 34s
    4. Quick Steps
      5m 57s
    5. Setting rules to handle incoming email
      4m 47s
    6. Using drag and drop
      3m 26s
    7. Cleaning up your inbox automatically
      5m 48s
    8. Managing Outlook data
      4m 46s
  9. 12m 52s
    1. Outlook Social Connector
      3m 7s
    2. Subscribing to blogs
      2m 50s
    3. Creating notes
      2m 33s
    4. Creating and organizing tasks
      4m 22s
  10. 28s
    1. Goodbye
      28s

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Outlook 2010 Essential Training
2h 55m Beginner Jun 22, 2010

Viewers: in countries Watching now:

In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.

Topics include:
  • Using the Office 2010 Backstage View
  • Using and customizing the Office 2010 Ribbon
  • Using Outlook as an email client
  • Filtering email with Quick Steps
  • Scheduling with multiple calendars
  • Creating tasks for to-do items
  • Taking notes
  • Adding multiple addresses and phone numbers for contacts
  • Reading blog posts
  • Integrating with social networking sites
Subjects:
Business Computer Skills (Windows) Email Teacher Tools Education Student Tools
Software:
Outlook
Author:
Karen Fredricks

Searching for messages

If you are like most of us, your Outlook holds a lot of information, and when you're trying to find the exact piece of information you need, it could feel like trying to find a needle in haystack. In previous versions of Outlook, searching for e-mail from a specific person might return e-mails that contain that person's name or their name was included as part of a distribution list. Outlook 2010 incorporates many new searching options to make find what you're looking for a snap. The first thing we are going to look at is the Instant Search window. And the Instant Search window is going to be located directly on the top of your list of items.

So in this case, we're looking for e- mail, and I see my Instant Search window right at the top of all my incoming e-mail. Now watch what happens when I click it. Magically, a new tab opens called the Search tab, which gives me lots of other options, but we are going to start off with some easy ones. I am looking for all the e- mail from my friend Herman Studer. So I type in his last name and watch what happens; magically, Outlook finds all of the items that have come to me from Herman and even items that we're addressed to Herman, or that Herman was included as part of the Cc.

Now that worked pretty well, but I might want to actually hone it on my search, and that's where these tools can help me. I might just want to find the e-mails from Herman that had been categorized as blue. So in that case, I can go to my Categorized icon, give it a click and select Blue. Now watch what happens to my Search criteria. The Search criteria was expanded to include categories equal to Blue, and now there is only one item that Outlook has found.

Now, if I am not happy with that category, I can simply backspace over it and once again, I've started with my original search. Now if I would like to find maybe the e-mails that have come in from Herman that contained attachments, I can simply click on Has Attachments, and once again, Outlook was up to the task. Now when I am done searching, I can close out of the Search window in one of two ways. I can click on the Close Search icon, or I can hit this X to return me back to my Inbox.

A lot of times I like to search for e-mail based on a date. So in this case, I might click on my Instant Search box, simply to pull up that mystical Search tab, and now I am going to look at some of my date options. In this case it says This Week, but if I click that dropdown arrow, I can expand on those date choices. So I am going to look for all e-mail that came in last month. And again, Outlook was up to the challenge and provided me with six items.

Now how do I know with six items? Because I can see it in the bottom left-hand corner of my screen. One of the nice things about Outlook is it remembers what I've done in the past. So once I've done a bit of work the first time, Outlook will let me sit on my laurels and use it again and again. So I am going to do this time is once again click on the Instant Search box, and I am then going to go up to Recent Searches and give that a click, and you notice all my Recent Searches are in this list, so I can click on the ones where I was looking for e-mail from Herman, whose category was Blue, and there it is again at the click of a button.

Now so far, we've been concentrating and searched for e-mail. In addition, I can search through any of the Outlook items. In this case, and once again I am going to click on my Instant Search box, and I am trying to find an article and I am not quite sure if it's in e-mail, maybe it was a blog article, that contained the word egg, and I'm just not sure where it is. So I might searching, and my search in my current Inbox turned up nothing. I might expand that search to include all my Email folders, or all the Subfolders under my Inbox, and still I came up short.

This time I am going to expand my search to include All Outlook Items. That means it's going to search through my calendar, and even in this case my RSS feeds. So I am going to give that a click and sure enough, it found that blog article that I was looking for. Sending and receiving e-mail is only half the fun; the other half comes from being able to find your e-mail again. Outlook's new search tool makes it easier than ever to find exactly what you are looking for.

Find answers to the most frequently asked questions about Outlook 2010 Essential Training.


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Q: The author covers Quick Parts in detail in Chapter 4, but doesn't mention how to delete them. How do I delete Quick Parts?
A: To delete a Quick Part, go to the Insert tab on the Ribbon. Select the Quick Parts dropdown menu and right-click on the Quick Part. Choose Organize and Delete.

The Organize and Delete dialog box will open. Select the Quick Part and clock Delete.

Note: The Organize and Delete option is selectable only in rich text editing mode. If you are composing an email in plain text mode, the option will appear grayed out.
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