Managing your email can be a daunting task, but Outlook provides a great feature called Search Folders that can save you time. If you are constantly searching for the same things or just need a way to organize your email into virtual folders, a search folder can be your friend. For example, a Search Folder dynamically can show you all unread mail, all mail that’s been flagged for followup or all mail from a certain mailing list or sender, etc. Search Folders are incredibly easy to set up and customize. Read on to learn how to do it.
Step One
Launch Outlook and expand an account or your Outlook data file. At the bottom of each account tree, you’ll notice an icon that says Search Folders.
Step Two
Right-click Search Folders in the account that you’d like to apply the search to and Click New Search Folder…. If you’d like the Search Folder to be generated from all of your accounts, Right-click Search Folders under Outlook Data File.
Step Three
Choose the Criteria for your Search Folder and Click OK.
Outlook 2010 has a number of useful Search Folder presets already. Ones you might want to add include:
- Unread mail
- Mail flagged for follow-up
- Important email
- Mail with attachments
Some Search Folders require criteria, such as “Mail with specific words.” This is actually one of my favorite types of Search Folders. Select it and Click Choose… to enter the search strings and words to return with your Search Folder.
Outlook 2010 has a number of useful Search Folder presets already. Ones you might want to add include:
- Unread mail
- Mail flagged for follow-up
- Important email
- Mail with attachments
Some Search Folders require criteria, such as “Mail with specific words.” This is actually one of my favorite types of Search Folders. Select it andClick Choose… to enter the search strings and words to return with your Search Folder.
You can enter multiple keywords. Outlook will insert “or” between each one, so an email will show up in your Search Folder if it contains any of the words or strings you choose here.
At the very bottom is an option for a custom search folder that has a infinite amount of customizable criteria that you can add—a great option for power users.
Step Four
Click OK when you’re done setting up your Search Folder and its criteria. Note: You can change which mailboxes and calendars to search using the drop-down menu at the bottom.
Step Five
Click on your new Search Folder in order to view its contents.
Note: Search Folders DO NOT move the messages from their original locations, they simply allow you to view the messages in one place. Therefore, if you delete a search folder, the email shown inside of it is not deleted.
Click here for a quick VIDEO TUTORIAL on how to create & use Search Folders. Have a great week everyone!