Search basicsBefore we delve into effective search practices in Outlook for Mac, let’s start by covering some fundamental concepts. If you are a Windows user, check out this blog post on searching in Outlook Windows version. Some things may look a little different if you are using another version of Outlook for Mac, but the general process will remain the same. Additionally, when you first switch to the new Outlook, you'll be asked about bringing your accounts into the new Outlook.Turn on Focused Inbox, and move items between Focused and Other folders, Includes instructions for Outlook 2016, Outlook on the web, Outlook.com, Hotmail,com, Mail and Calendar for Windows 10, and Outlook 2016 for Mac.Note: The steps and images shown in this post are for Outlook for Mac (Office 365 version 16.25, July 2019). IMAP support is also now available for your other email accounts.Use the icons in the Search toolbar to choose a location to search. This is a setting that you will need to change each time you search. The file names of attachments (but not the contents within the attachments).Most of the time you will probably want to search your entire mailbox, not just one location. Wherever you currently are, like your Inbox ) and will look for the keyword in: Clicking in the search box will also open the search toolbar in the ribbon.By default, this will search the current folder or view only (i.e.
Or worse, the email you are looking for is not even in the search results! By taking the time to use the advanced search features in Outlook for Mac, you can narrow down your search results so that you can quickly pinpoint the exact email you are looking for. All items: Searches all Outlook mail accounts, calendars, contacts and tasks.Do you know the fundamental concepts of #Microsoft #Outlook search on a #Mac? Click To TweetUsing advanced search features for a more effective searchWhile it might seem quick to type a keyword in the search box, this can return a lot of search results! You then have to spend time scrolling through the results trying to find the email you want. All Mail: Searches in the Inbox, Sent, Drafts and the folders and sub-folders of all email accounts you have open in Outlook. Current Mailbox – Searches in the Inbox, Drafts and the folders and sub-folders of whichever email account you are in when you perform the search. Subfolders: Searches in the folder you are currently in and all its sub-folders. This is the default option when you perform a search. Searching without this option will show all emails to and from that person (including CC’s and BCC’s) and all emails that mention the person’s name, but searching with this option will only show emails they sent you. The ‘Is’ option will find emails that only have the keyword(s), such as an exact match to an email subject.When you have finished searching, click the Close Search button to clear the search results and close the search toolbar.Example – finding an email from a specific personUsing the From button when searching is the quickest way to find an email that someone has sent you. You’ll notice that there are more advanced search options available here than in the ribbon.The Contains box also has a drop down menu that you can use to specify how you want to keyword to be matched during the search.Tip: The ‘Contains’ option will find emails that contain the keyword(s) (even if it is amongst other words, such as in the email subject). You can also add or remove advanced search boxes by clicking the + and – buttons on the far right.You can also change the advanced search field used in these boxes by clicking on them and choosing a new search field from the menu. Clicking on a button will add an advanced search box just below the ribbon.Clicking on a second button will add another advanced search box. It will also display a pop-up list of recent searches that you may like to reuse.All of the buttons on the Search toolbar can be used to fine tune your search. Outlook Vs Mail Full Email AddressSubject: Only returns search results where the keyword is in the subject of an email. Other advanced search optionsOther useful buttons on the search toolbar include: The search results will be displayed. Otherwise you may get results from other people with the same name.4. To choose the sender you want to search for, click in the text box on the right and type their name or email address.Tip: For the best results, enter their full email address. Click in the Search box to activate the search toolbar.3. You could use this last option to find emails you have sent to a specific person. Sent to a mailing list) or emails sent to a specific person (another recipient). Sent To: Can be used to find emails sent directly to you or CC’d to you, not sent directly to you (e.g. Creat playlist for agptek player macYou can then choose which flag to search for. Flagged: Only returns search results where the email has been flagged. Unread: Displays all your unread items. Important: Only returns search results where the email has been marked as important. Date Sent: Only returns search results sent during the chosen time (Today, This week, This month or after a specific date). Simply clicking all the relevant search buttons on the toolbar to add the search fields. For example, you could search for all emails from a specific person that were received this month and that had an attachment. Advanced: Adds another search box which you can then use to select one of the many other advanced search options.The great thing about these advanced search operators is that you can combine multiple ones in one search. You can then choose which category to search for. To edit or delete the Smart Folder, right click on it and choose the edit or delete option. You can now click on it at any time to instantly see the emails associated with the search.5. The search will be saved as one of your Smart Folders.
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