In this video, Jess Stratton shows users how to create custom searches based on prespecified criteria that will appear in the navigation pane.
- [Instructor] If you have any recent searches, you can find them by clicking inside where it says search current mailbox, and in the search ribbon tab, click the drop down next to recent searches. But if you do a lot of searches, you may find that an older search gets pushed off the list for newer ones. If you need that old one back, you can save it in something called, a search folder. I'm going to close out of the search bar for now, by clicking close search. To create a search folder, click the folder ribbon tab. From here, select new search folder.
This is going to create a saved search, that I can run anytime I need to, and I don't have to worry about it disappearing off the recent search list. There are some preset rules that I can create in the search folder, for example, unread mail only, any messages that I have flagged for follow up, or mail that's important. I can also choose mail from and to specific people. I can then click choose to decide who I want the mail that was sent to and received from. I can also have mail from specific people, and if I scroll down I can have large mail, old mail, I can have all my mail with attachments show up in a particular search folder.
I can also create a custom search folder. To create a custom search folder, select it as the last option, and then click choose to specify your criteria. I can start by giving my custom search folder a name, I'll call this one tech fest because I want all the items that are relating to this new conference we're hosting. I'll select criteria, so I can choose what's in the search folder. I can search for a particular word, in the subject, or the subject field and the message body, in this case, I'll search for the word tech fest.
I can also specify a message that's from a particular person or sent to a particular person. I can also select more choices. I can choose specific categories, only items that are unread, items with one or more attachments, or even no attachments. I can filter and customize any of these items. I can even stack them. For example, my search criteria could be tech fest, and only items that are unread. I'll click okay, I'll change the name to tech fest unread, and click okay again.
Then I'll click okay one last time to exit out of this dialogue. My search folder has been created, and I can see it here on the left hand side. Right now there's nothing here, which is good. This is showing me that I've read all important messages related to tech fest. However let me go back to my inbox, I'll find a tech fest email, I'll right click on it and choose mark as unread. Let's see what happens. Immediately, my search folder has updated, to show me this message. This is excellent, because now I never have to worry about missing an important email from tech fest again.
Search folders are an excellent way to create your criteria and save as many searches as you need to. To get back to your inbox, just click inbox on the email account that you want to view your regular messages for.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data