In this video, staff author Jess Stratton shows users alternate ways to find emails quickly, such as turning on the People pane, using the Find Related tool, and using filters on the inbox.
- [Instructor] Outlook has a few ways to find an email that's different than directly searching for it. The first way, is by using filters. On the home ribbon tab, click filter email. This is a very quick way to filter my inbox based on certain criteria. For example, I can only read unread messages or only messages that have attachments. I can also filter the view by date. If I hover my mouse over the arrow, I can choose to see only today's mail or mail that came in at a certain timeframe that I specify.
I can view any messages that have been categorized and we'll learn about that later. Flagged, high priority, and I can also click more filters to get an extensive list of fields that I can filter by. I'm going to hover my mouse over the arrow on this week and click today. This is only going to show me mail that I have received today, which is a great filter to use at the end of the day to make sure you haven't missed any important messages. When you're done with the filter, you can click the X in the search bar to return to your full inbox.
Another method for searching for important messages is by using the find related tool. With an email selected in the view, I can right click, hover my mouse over find related, and then choose find related messages either in this conversation, or messages from sender. I'll select from sender. It's going to open up a new search box with the name already populated. I didn't have to do any typing and I can quickly find all the messages from Leslie.
I'll click the X again. And the last method also involves finding related messages, but it uses something called the people pane. To turn on that, change to the view ribbon tab, Select people pane all the way on the right hand side and choose normal. It's going to open up a new pane on the bottom, giving important details about the person you're conversing with. It's a tabbed interface, clicking all will show you all items related to that person.
The mail tab shows me just email messages. Attachments, will show me any attachments that that person has sent me. And meetings, are any meetings that I may have currently on my outlook calendar. Leslie sends me a lot of attachments. So if I need to find an attachment from her quickly, this would definitely be the quickest way that I could find that attachment, if I kept the pane open. I can also see any emails that she sent me, and I can click directly on the emails to go right to them.
It does keep the pane up so you can hop around between attachments and emails. I'll click the X in the top right hand side to close out of this email. If the people pane is taking up too much room on your screen, you can hover over the horizontal line and click and drag to make it larger or smaller. I can also minimize it by clicking this triangle on the top right hand side of the people pane. Between the people pane, right clicking to find related items, and using filters from the home ribbon tab, you'll always be able to find the email or attachment that you're looking for.
- 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.