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77-423: Outlook 2013
Topics : Manage the Outlook environment (25–30%): Search in Outlook •Create new search folders, search for messages, search for tasks, search for contacts, search calendars, use advanced find, use Search by Location
Create new search folders
Using search folders, you can quickly locate messages anywhere they exist in your Outlook 2013 data store. Although a search folder looks and behaves like any other Outlook folder, the search folder is really a special way to display search results. When you create the search folder, you specify the search conditions. Outlook then displays the results of the search in a folderlike way. However, the items that appear in the search folder actually reside in other locations—the search folder is just a way to group those messages together in one viewing location.
- Open the Inbox, right-click Search Folders, and then click New Search Folder.
- In the New Search Folder dialog box, scroll to the bottom of the list and click Create A Custom Search Folder.
- Click Choose.
- In the Custom Search Folder dialog box, in the Name text box, type a name for the search folder.
- Click Criteria. 6 In the Search Folder Criteria dialog box, click From and choose a contact or type an email address in the text box.
- Click OK to save the changes and dismiss the Search Folder Criteria dialog box.
- Click OK to save the changes and dismiss the Custom Search Folder dialog box.
- Click OK to save the changes and dismiss the New Search Folder dialog box
The options in the Search Folder Criteria dialog box give you a wide array of conditions to use in defining the search. For example, on the Messages tab, you can search for words or phrases, specify that the message is from a particular sender or sent to a particular recipient, and set a time frame in which the message was sent or received (as well as other time options).
To modify a search folder, right-click the search folder in the Folder pane and then, on the shortcut menu that appears, click Customize This Search Folder.
The Unread Mail search folder shows all unread messages, including those in folders other than the Inbox. Likewise, the Categorized Mail search folder shows all messages that have a category assigned from all folders in your mailbox. The Categorized Mail search folder shows only messages with a category assignment (uncategorized messages are excluded).
Create Custom Search Folder
Search for Messages
Outlook makes it easy to accumulate dribs and drabs of data. That can make it tough to find information. Outlook has a tool called Instant Search that addresses that exact problem, and it’s pretty slick. Near the top of the Information Viewer pane, in the center of the screen, you see the Instant Search box. It’s a box with a magnifying glass on the right and some text on the left. Click that box and type the first few letters of a word that you want to find within the current module. Almost immediately, the Information Viewer screen goes blank, then shows only the items that contain the text you entered. For example, if you’re in the Contacts module and you type jon, you see only the records that contain names like Jones, Jonas, and Jonquil — any word that contains the letters jon. While Outlook is displaying the items it found, the magnifying glass is replaced by an X. Clear the search results by clicking the X.
In some cases, searching for a certain group of letters isn’t specific enough. For example, you may want Outlook to just show the people named Jones and who work for XYZ Company. You can create a more detailed search by clicking the More button in the Ribbon after you click inside the Instant Search box to activate it. That reveals a group of labeled boxes that you can select to search for specific types of information
The exact collection of boxes varies according to which Outlook module you’re searching. If you’re in the Contacts module, you have choices such as Name, Company, Business Phone, and so on. To find all the Joneses at XYZ Corporation, search for the name Jones and the XYZ Company; instantly you’ll be keeping up with the Joneses at XYZ.
If the items Outlook offers don’t meet your needs, you can make different choices by clicking the label for each type of information; then you can see a list of other kinds of information to search for For example, when you’re searching your Contacts list, you can pick City or State to find people in a certain location.
The best way to understand the Instant Search feature is to try it out. Just type some information into the box to see what you get, and then click the X to create a new search. If you get a lot of results, try using the More button to narrow the list.
Video search for tasks, search for contacts, search calendars, use advanced find, use Search by Location
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