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Outlook 2007: Finding Messages

Outlook 2007: Finding Messages

You’ve probably already seen the search feature available in most Outlook views in the upper-right corner of your window. In this lesson, we’re going to look at two additional ways to search Outlook for messages that match specific criteria: Instant Search and Search Folders.

Instant Search

Instant Search is always available in many Outlook 2007 views including:



           
    • Mail
           
    •      
    • Calendar
           
    •      
    • Contacts
           
    •      
    • Tasks
           
    •      
    • Notes
           
    •      
    • Journal
           
    •  



If you are running Windows Vista, Instant Search is automatically enabled. But, if you are running another version of Windows, Instant Search may prompt you to install the Windows Desktop Search component in order for the search capabilities to work properly.

Finding a Message

     
  1. Select the folder you want to search
     
  2.  
  3. Type your search text in the Search Inbox command
     
  4.  
  5. Continue typing until you find the message you were looking for
     
     

Figure 4.Search Inbox Command

Using the Query Builder to Create an Advanced Search

     
  1. Choose Tools from the Menu Bar
     
  2.  
  3. Choose Instant Search
     
  4.  
  5. Choose Expand the Query Builder Window
     

Figure 5. Query Builder Window

    4.       Fill in your advanced search criteria

    5.       Type your search text in the Search Inbox command

    6.       Continue typing until you find the message you were looking for 

Instant Search Options

You can set the Instant Search Options in the Instant Search Dialog Box.

Figure 6. Search Options Dialog Box

Options you can change include whether you want Outlook to search as you type and the highlight color of words that match your search.

     
  1. Choose Tools from the Menu Bar
     
  2.  
  3. Choose Instant Search
     
  4.  
  5. Choose Search Options…
     

Search Folders

By default, there are three Search Folders already created for you to help you further categorize your e-mail messages. These default folders include:

     
  • Categorized Mail
     
  •  
  • Large Mail (Mail Larger than 100KB)
     
  •  
  • Unread Mail
     

Each folder is like a virtual folder in that it contains items related to a search criterion, but deleting a Search Folder doesn’t delete the original item. It’s sort of like a query that’s constantly searching your e-mail messages for new matches.

In addition to the default Search Folders, you can create your own Search Folders with your own criteria.

Adding a Predefined Search Folder

     
  1. Choose File from the Menu Bar
     
  2.  
  3. Choose New
     
  4.  
  5. Choose Search Folder…
     

Figure 7. New Search Folder Dialog Box

    4.       Select the folder criteria

    5.       Click OK

Creating a Custom Search Folder

     
  1. Choose File from the Menu Bar
     
  2.  
  3. Choose New
     
  4.  
  5. Choose Search Folder…
     

Figure 8. New Search Folder Dialog Box

    4.       Under Custom, choose Create a custom Search Folder

    5.       Click Choose…

 

Figure 9. Custom Search Folder Dialog Box

   

    6.       Type a Name for your custom Search Folder

    7.       Click Criteria…

 

Figure 10. Search Folder Criteria Dialog Box

    8.       Click OK

    9.       Click OK

    10.   Click OK