When you find yourself frequently doing the same search, save your search as a Smart Folder. With the Inbox selected, set up and run your search to make sure it returns the results you expected. Click Save Search on the Search tab.
- [Instructor] If you find yourself executing the same search on a periodic basis, once a week, once a quarter, every day, then saving that search might be very helpful and save you time. The way we save searches is we save them as Smart Folders. There are three built-in Smart Folders in Outlook for Mac 2016. You'll see them in nav pane at the left hand side of the screen. The first is Flagged email. The second is High Priority email. And the third is email that's flagged but that hasn't yet been taken care of so it's Overdue.
To create a new Smart Folder you begin with a search and I want to stress something right here. When we save a search, if you have a search selected, you will override it. So, you don't want to begin in a Smart Folder. Begin instead in the Inbox. I would like to search for any emails I've received where welcome is in the subject because I'm new here and I've been getting lots of them. Now, I'm going to save this search. And when I do notice there's a new search folder and it's Untitled but I just start typing and there is my Welcome folder.
Now, when I go back to my Flagged email or my Welcome email, I see the current set of mail that has the word welcome in it. As I get more welcomes as the week goes on, each time I go click on my Welcome Smart Folder, I'll see the results here. Nothing special to do. No rules needed. This simply is executing a search each time I open the Smart Folder. If I no longer want a Smart Folder I can delete it. If I want to change it in some way I can edit my Smart Folder.
When you click Edit, you'll be back you'll see at the top what the criteria is and if you wanted for example to add other criteria there's a button. You know how to do this.
AuthorGini von Courter
- Finding a contact in seconds flat
- Decluttering your inbox
- Creating text shortcuts with AutoCorrect
- Power searching in mail and calendar
- Dealing with junk mail
- Setting up out-of-office replies
- Saving a search for reuse
- Creating recurring appointments and tasks
- Backing up Outlook data with Time Machine
Skill Level Intermediate
1. Top 10 Shortcuts
2. Shortcuts for Organizing Email
3. Shortcuts for Sending and Replying
4. Shortcuts for the Calendar
5. Shortcuts for Contacts
6. Shortcuts for Tasks
Next steps1m 6s
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