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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.
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.
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