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Using the improved search options

From: Outlook 2010 New Features

Video: Using the improved search options

If you are like most of us, your Outlook holds a whole lot of information, and when you are trying to find the exact piece of information, it can feel like trying to find a needle in a haystack. In previous versions of Outlook, searching for e-mail from a specific person normally returned a whole lot of information that included not only that person's name, but anywhere where their name was also included as part of a distribution list. Outlook 2010 incorporates several new searching options that make finding what you are looking for a whole lot easier. We are going to start by using the Instant Search box.

Using the improved search options

If you are like most of us, your Outlook holds a whole lot of information, and when you are trying to find the exact piece of information, it can feel like trying to find a needle in a haystack. In previous versions of Outlook, searching for e-mail from a specific person normally returned a whole lot of information that included not only that person's name, but anywhere where their name was also included as part of a distribution list. Outlook 2010 incorporates several new searching options that make finding what you are looking for a whole lot easier. We are going to start by using the Instant Search box.

And you'll find the Instant Search box at the top of your Outlook items. So in this case, my instant search is going to go through my Inbox. And my job is to find all the e-mail that's coming from Glenda. So I am going to click on that Instant Search box. But before I do I want you to notice that there are currently four main Inbox folders. But as soon as I click on that Instant Search b,ox a fifth one appears, which contains all my Search tools. And we are going to be using those a whole lot in a little while.

So we are going to start by searching for things from Glenda. And as I type, Outlook automatically finds the appropriate items. In fact, if I look down at the bottom left corner, you see that it found actually 9 items from Glenda. But I think it gave me a little too many items, because some of the items are from Ken Snyder, or from Sharon. And that's only because Glenda's name was included as part of that distribution list. So at this point, I can call on my Search tools to narrow down my search.

So what I am going to do is look specifically for items that came in from Glenda that have attachments. So I am going to click on Has Attachments. You notice that Outlook instantly, and I guess that's why they call it the Instant Search box, has narrowed this down to include just things from Glenda that have attachments. And if I want to go into that item, I simply double- click it to open it, and then I can close it again. Now once I am done working with the search I've got a couple of options. First of all, I can click on the X to close out of that search and return me to the entire contents of my Inbox.

I also have a button up here to close the Search folder, if I want. So I am going to start by closing my Instant Search. And of course, that automatically closes my Search folder. So this time I'm going to return to the scene of the crime and do another search, and rely on some of Outlook's shortcuts. So I am going to click on my Instant Search box, which opens up my Search tools. This time I'm going to some Recent Searches. Because even though I didn't save that search, Outlook has my back, and it remembered it for me.

So I am going to click on my Recent Searches, and there I have my recent search where I was looking for Glenda, for e-mails that came in from Glenda that have attachments. So I click on that, and instantly I am returned to my previous search. And of course, I can clear it out by hitting the X. This time what we are going to search for it's going to be a little bit more advanced. I am going to look for things from Glenda. And I am thinking, I know I have more than nine things from Glenda. So what I might want to do is also search for any subfolders.

So I am going to click on Subfolders, and that's going to search through my subfolders of Gotta Do, and I've Got a Sale! I am going to click on those subfolders, and this time, when I look down at the bottom, I actually came up with 11 items, because it was able to find things in all of my folders. And now, again, if I wanted to make that search a little bit more specific, I can go up here and click on Categories. And now I'm just going to look for things in all those subfolders that came in from Glenda that have the blue category.

You can see I was able to build a fairly advanced search with just a couple of clicks of a button. You'll also notice that I can search for time frames or from e-mail that was sent to specific people, or even I could find all the e-mail that maybe came in from Glenda that I haven't read yet, or e-mails that came in from Glenda that she had coded as very important. Now one of the other nice things about the search is that we can search through our entire Outlook file.

For example, I'd like to have RSS Feeds set up so that I can look at my blogs and see certain articles. Maybe I don't remember where an article was. Did it come in in October? Did it come in November? Maybe I am not even sure if it's a blog article. Maybe I am looking for an article, or I am looking for some information that might be an e-mail, or it might be a blog article. Well again, I am going to search through my Inbox, go into my Instant Search, and I am looking for - I know it had something to do with Easter eggs, those hidden little goodies that people incorporate into software programs.

But unfortunately, my search for eggs didn't find anything. So what I am going to do this time is I am going to click on All Outlook Items. And what's going to happen is Outlook is going to search not only through my Inbox, but through my RSS Feeds, as well. So when I click on All Outlook Items, sure enough, I found that article that I was looking for. Sending/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 tools make it easier than ever to find exactly what you are looking for.

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Outlook 2010 New Features

13 video lessons · 8975 viewers

Karen Fredricks
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