Locate Emails Quickly with Search in Microsoft Outlook

the other day i saw somebody searching for an  email inside their microsoft outlook and they   had a file structure where they're looking  through different folders that they've set   up and placed emails into so i suggested using  search inside microsoft outlook to find what   they're looking for and they did type it in but  it returned a lot of different emails and still   didn't find that specific one so i mentioned that  you can go even deeper and more specific inside   microsoft outlook for a search and that's what  i want to show you here today on teachers tech hi my name is jamie and welcome to teachers tech  if you're looking for other microsoft outlook   tutorials i'll put the link to my playlist down  below in the description then you can check out   some other things if you're just learning but  let's talk about search inside microsoft outlook   i am using office 365 for this demo here and to  get to search if you look at the very top you'll

see the search as soon as i click in search or  just hover over top you're going to see there's   some shortcuts there it says control plus e or  all plus q to open up the search so i'm just   going to go ahead and click in search and it  opens up this drop down and what it's saying   these are some ones that i've recently searched  for so if you want to search for them again they   just put them right there because they know that  they're common what you've looked for what i'm   going to just do is click off to the side and  you can see since i've clicked in that search   it's opened up the search tab i can go ahead and  close this if i want right away by clicking here   now i just want to talk about where it defaults  first so if you're looking for a specific

email this is defaults to the current mailbox  that you're in so if you know your uh if your   email you're looking for is in a different mailbox  uh you'll need to switch to that you can switch   to that mailbox and do the search or what you  could do is go all mailboxes and this defaults to   current mailbox you can actually change this and  i'll show you how to make those changes and some   of the options at the end of this video so this is  the first part where i'd be looking for especially   if you have a structure inside your email already  with organization with folders and subfolders   because you can go to those folders and then go  and look specifically through a current folder   a subfolder or if you're looking for everything  go ahead and look all outlook items because you   haven't maybe categorized it through one  of your folders you can look for everything   so this would be the first place i would stop to  start narrowing down your email search so let's   say you've gone through your scope here of all the  different folders or mailboxes that it might be   in still can't find it so maybe you're afraid that  you've deleted this you can just select this right

here so if i click on this notice how it's grayed  out around that means it's going to include the   deleted items in your search all right let's do a  little test search real quickly here if i wanted   to look for an order of something so i could type  in order and nothing comes up with my current   mailbox i can switch it over to my all mailboxes  and then i get a highlight for those words so i   have multiple ones so you can see how a kind of a  basic search works let's say if i'm looking from   a specific person and i'm going to go over here  and refine this and i'll stay in all mailboxes so

i'll just go i'm going to clear this by clicking  this x here and it notice it just clears out   i'm going to go from a sender so i'm going to say  from and it comes up with sender name and this is   where i can write in the name so i'll put in my  name and i'll just search for there and it comes   back in all mailboxes you can see there's this  many now i can go a little bit more specific here   if i go in subject and maybe i'll know i'll type  in hello because i know that's one of the subjects   and i'll take hello and it gives me back the  specific email that i'm looking for now i   could even go more specific if i had let's say  hundreds of these emails still and i knew there   was attachments connected to this i could go ahead  and just click attachment and this one does have   an attachment uh so it's showing but if you know  that does have an attachment you can go ahead   and click on this i'm going to go ahead and clear  this search result here and just go back to it and   now i just want to talk about some of these others  to refine and if you are the type of person that   are you're taking advantage of the categorized  colors and flagging and important markers this   can really be helpful when finding your emails so  if i'm looking for and i'll go to all mailboxes   you can search for a certain categorized  color i'll just give this an example   you can see this has a categorization here so it  shows so if you are adding those things to your   emails it will help you later on yeah even when  finding your email so that's something you can do   prior to even getting to the search stage we do  have a few more options here i'm just going to   close out of this and just taking out the re  taking a look at the refine look we have the sent   to now you can set do you want to find things that  are sent to me or cc to me are not sent directly   to me or sent to another recipient so notice as  i hove over hover over any of these it gives that   information so it can specifically show you help  you understand what you're looking for so that's   a little bit about refining in your search  to find specifically what you're looking for

so i just want to point out advanced search to you  now i'm going to go back up to the search bar here   and notice that over to the right i have a drop  down and this is going to be your advanced search   so if i go ahead click on it and you can see this  is where i can also do a search so i could change   the mailbox or the folder or the changes just  like the different ways i've showed you i can   go through here and quickly kind of click on all  the different things that i want where i could say   it has an attachment and i can click and i can  write some information this attachment contains   i could put my from in here anything in the  body of the email that i could do a search for   i received if i know i got it between a certain  time period i could put the start date to the   end date subject the two and i could add more  options so if i go ahead and click on this   you can see we have more options that we can just  select and that will add so if i was going to say   i'll say bcc and categories and apply it now if  you notice i have bcc and categories that i can   search for through so you can create this advanced  search so this might be a quicker way to for you   to find and kind of specifically make it the way  that you want that you can just go through and   click on the certain options that you've set now  i just want to go through some of the options of   setting up your search and how you can make  some changes like i mentioned at the beginning   all right now let's get to the options now the  first thing i just want to point out notice how

i moved the scope to here and i'm going to show  you how you can set these up in a different order   if you want to but there's a couple different ways  you can go to options and mine right now i have   search tools here i'll go back to it i have search  tools i'll drop down and i have search options and   it brings me to this now if you don't have that  where you can go if you go back to file to the   very beginning here and you can see options at the  very bottom here and then if i go to search i   have some options i can change now i mentioned  this before right now it defaults to the current   folder so current mailbox when searching from the  inbox you can change that to all mailboxes if you   wanted it to default there and if you go through  you can kind of check uh different ones   on and off do you want to include messages from  deleted items in each folder when searching   so this is turned off right now i do you want  a different color uh search highlighted so i   had yellow and i looked for order it came up with  yellow you can change that so those are just some   of the options that you can change in it now  i want to point out in your custom ribbon here   so and then i'm going to go over to the right here  and click where it says main tabs i'm going to go   to tool tabs and notice that we have search  right here so i'm just going to open this up   and we have scope refine results options close  i can change the order of these so i've moved up   scope i can just click and drag these around and  change so right now i have results if i hit ok i   have results first so you can change the order  that you want for these so i hope this search   tutorial today in microsoft outlook has given  you a little bit of help with it because we can   get thousands and thousands of emails and we don't  always remember to categorize them the way we want   so let me know what else you're looking for that  i can help you with some tech tutorials thanks   for watching this week on teachers tech i'll see  you next time with more tech tips and tutorials