Join Jess Stratton for an in-depth discussion in this video Searching mail, part of Outlook 2016 Essential Training.
- It's easy to find the messages that you're looking for in Outlook. Every folder has a search bar right inside the folder. The easiest way to find a message is to click inside the search bar, and start typing. You can type as much or as little as you know you're looking for. As you type, your search will be refined, and messages will be filtered according to what you type in the search bar. You can even continue typing and further narrow it down.
If you've found the email that you're looking for, you can click on it. Or to close out of the search bar, click the X to the right of the search bar. You don't need to use the search bar to make more refinements to your search. If I click inside the search bar, a new ribbon tab will appear, the Search Tools tab. The first thing I can decide is the scope of my search. On the left hand side, I can choose whether I want to search in all my mailboxes, that is, all my email accounts if I have more than one, just the current mailbox, which is currently Landon Hotel because that's what's selected right now.
I can have it search the current folder. Right now, I'm in the inbox. I can also decided whether or not I want to include subfolders, and we'll be going over subfolders in a later video. Finally, I can decide if I want to have Outlook search all Outlook items. That is, calendar entries, reminders, tasks, and contacts. Once I've decided where I want to search, I can then move to the middle of the screen and refine my search. I'll click the From and choose to search for a message from Leslie.
If Leslie sends me a lot of email, I'm looking for a particular one that I know has an attachment in it. So, I'll select Has Attachments. Outlook then continues to narrow down the search. I can further refine my search. For example, I can only search on messages that I've received today, yesterday, or any of these other time intervals. I can search on messages that are flat, and we'll be going over that, messages that are of high importance, and I can also click More.
I can search on any of these fields. Clicking on a new search field will stack more queries. From here, I can continue to search, and I can find just the email that I'm looking for. If I've spent a long time on a search query, Outlook will save that query under Recent Searches. If I ever want to come back to it, I can select my search, and Outlook will run it again. It's important to note that Outlook only saves the query, not the results.
So if I run this search again later, I may get completely different results. When I'm all done with my searching, I can click Close Search on the ribbon tab, and I'll be brought back to my inbox. Recent searches are just that. Only searches that you've done recently. Up next, I'm going to show you how to save your searches permanently.
- Connecting accounts: Exchange, Office 365, IMAP, and POP
- Searching for mail
- Saving attachments
- Organizing mail with flags and folders
- Creating new messages
- Working with contacts in the People hub
- Adding delegates to act on your behalf
- Creating meetings
- Creating tasks and notes
- Backing up and moving Outlook data