In this video, author Megan Hoffman demonstrates how to search in Outlook. Learn to create search folders to provide an up-to-date view of messages based on criteria you set from across your mailbox, search for messages from specific people, search for messages containing certain words, search for messages using Instant Search, search for tasks by due date, search tasks by progress, search contacts by department or keyword, search calendars by status, use advanced find to search by date, and Search by Location to expand or narrow the search scope. Master these MOS objectives as a part of your prep for the Microsoft Office Specialist PowerPoint 2013 exam.
- [Voiceover] In this video you'll learn to search in Outlook. Specifically, you'll learn to create new search folders, search for messages, tasks, contacts, and calendars, use Advanced Find, and use Search by Location. Be sure to familiarize yourself with all of the settings within each of these options for the MOS exam. The first MOS objective in this section is creating new search folders. Search folders provide an up to date view of messages across your mailbox that are based on criteria that you specify.
Outlook has some preexisting search folders that you can look at. Note that there's a For Follow Up folder that shows any flagged mail, a Larger Than 100 KB folder that shows any large mail, and an Unread Mail folder. You can click on any of these folders to quickly see what currently matches those criteria. In this mailbox we have a lot of messages about an upcoming grand opening. A common task might be to create a search folder containing the word opening. I'll right-click on Search Folders, click New Search Folder.
And note the options that appear to help you get started. In this case I'm looking for mail containing certain words. So I'll go ahead and scroll down and choose Mail with specific words. I'm given a chance at the bottom of this window to specify my criteria. I'll go ahead and click on the button called Choose, and enter the words that I'm looking for. I'll type in 'opening' and click Add. If there were other words I was looking for, I could add them as well. I'll go ahead and click OK, and click OK again.
And you can now see that I have a folder called Containing opening. I can click on this at any time to find the current messages across my mailbox that match this criteria. This is an area to practice for the MOS exam. Be sure to practice creating search folders and using the various options inside of the dialog box. The second MOS objective in this section is searching for messages. Outlook's Instant Search feature is most commonly used to locate email messages, but can also be used for other Outlook modules.
Clicking the Search box activates the search ribbon and provides tools to search the module you're currently viewing. I'll click in the Instant Search box and notice the ribbon above is activated and a new Search tab appears. I'll type in a phrase, such as HR, and press Enter to search the mailbox. There's another objective that focuses on searching by location. I'd like to point out, the part of the search box is what part of the mailbox is searched.
You can see that it's currently set to Current Mailbox, and I'll click the down arrow to change this. If I want All Outlook Items including things other than mail I can select that here. I can also select subfolders. And you can even get more specific using the ribbon. You can choose one of the buttons from the Scope section to change where your search is looking. To cancel this search, I can click the X within the box, and then I can start another search. In this example I'll click in the box and look for any mail with attachments by clicking the Has Attachments button.
This is another area to experiment with while you're preparing for the MOS exam. If you need more options, there's also an advanced search. I'll click on Search Tools and choose Advanced Find. In this example I'm looking for all mail sent before December 1st, 2015. I'll click the Advanced tab, click the Field dropdown, choose All Mail Fields, choose the Received field. In the Condition I'll change this to say Before, and then enter a value in the box.
Here I'll enter December 1st, 2015. I'll click Add to the list, and then I'll click Find Now. You can see that all of the messages that match that criteria are displayed below. I'd encourage you to experiment with the Advance Find box as you prepare for the exam. I'll go ahead and close this box. Search is useful throughout the other parts of Outlook as well. I'll go ahead and click the Tasks section of Outlook, and click in the Search box.
In this example I'm looking for tasks that are due this month. I'll click the Due Date button and choose This Month. I'll use the X in the Instant Search box to cancel that search. I'll do one more search so I'll click in the Search box and look for things with the status of In Progress. The search is always a quick way to look at your information from a different perspective. Let's take a look at the People module for the next exercise. Here I'm looking for any contacts that contain the phrase HR.
I'll click on the Search Contacts box, enter HR, and press Enter. Outlook quickly helps me find those results. Let's do one more search. I'll switch to the Calendar module by clicking that at the bottom of the screen. I'm looking for any calendar events that are about housing. I'll click on the Instant Search box and then enter the term housing. I'll press Enter and you see that one calendar item appears. I'd like to do one more search where I look for any meetings with the status of Accepted.
I'll go ahead and click the X to cancel this search, click in the Instant Search box, click the More button, choose Meeting Status. And notice an additional box is displayed at the right in the Instant Search box. I'll click the down arrow for Meeting Status and choose Accepted. You can see that three meetings display that match this criteria. That's our overview of searching in Outlook. Search folders are a great way to preconfigure common searches, and Instant Search is a great way to find things on the fly.
There are lots of options, so be sure to practice so you can quickly locate what you need during the MOS exam.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing settings, automating Outlook, printing and saving, and searching in Outlook. Learn how to manage messages, including creating, formatting, and organizing messages, and manage schedules, including creating and managing the calendar, appointments, meetings, and events. Learn to manage notes, tasks, journals, contacts, and groups.
Challenges exercises are included along the way, and the course concludes with a full-length practice exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
- Preparing for the exam
- Reviewing exam objectives
- Customizing Outlook settings
- Printing and saving information
- Creating and formatting messages
- Creating new calendars
- Creating appointments, events, and meetings
- Managing tasks and notes
- Creating contacts and groups
- Importing contacts
- Taking a full-length practice exam