In this video, staff author 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 down arrow next to recent searches. But if you do a lot of searches, you may find an older search has gotten pushed off the list for your newer ones. If you do a search regularly, you can save it in something called a search folder. I'm going to click Close search to close out of the search bar. To create a search folder, click the Folder ribbon tab, and select New search folder all the way on the left.
This is going to create a saved search that I can run any time I need to and I don't have to worry about it disappearing off the recent search list. There are some preset searches I can create. For example, unread mail, any messages I have flagged for follow up or mail that's important. I can also choose mail from specific people. I could then click choose down at the bottom to decide who I want the mail that was sent to and received from.
I can also have mail to specific people, large mail, old mail. I can even have all my mail with attachments show up in a particular search folder. I'm going to create a custom one. I'll click Create custom search folder and then I'll click choose to specify criteria. I can start by giving my custom search folder a name. I'll call it tech fest because I want all the items that are related to this new conference that we're hosting.
I'll click criteria so that I can select what's going to be in the search folder. I can search for a particular word that's in the subject, or if I click the down arrow, I can also have it be in the subject and message body. In this case, I'll search for the word tech fest. I can also specify messages that contain the word tech fest and that's from a particular person or sent to a specific person. I can fill out as much or as little of this information as I want although it's important to note that it's going to stack these criteria.
That is, as long as I have the word tech fest in the subject message body, it will continue looking for any other choices that also have the same criteria that I specify. Let's go over to more choices. I can choose messages that are particular categories, only items that are read or unread, items containing one or more attachments, even no attachments. I can filter and customize any of these items and stack them. For example, my search can be tech fest and only items that are unread.
So I'll leave this option checked off. I'll click okay. I'll change the name to tech fest unread and click okay again. Here's my search folder and I'll click okay one last time and my search folder has been created. I could find it here on the left hand side. There's nothing in it now, but let's go back to the inbox. I'm going to find an email that has the word tech fest in it and I'll right click and choose Mark as unread so it shows up as an unread mail message.
Immediately, my search folder has changed to show me that there's one message in here. I can click on it and read the message. This is fantastic because now I never have to worry about missing an important email about tech fest. I could click inbox at any time to get back to reading all my mail.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.