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Use Search Folders in Outlook- Instructions and Video Lesson

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Use Search Folders in Outlook: A picture of the “New Search Folder” dialog box in Outlook.

Use Search Folders in Outlook: Overview

            This lesson shows how to use search folders in Outlook to organize mail. Many efficiency studies show using search folders to organize mail is more quick and efficient that using subfolders. When you use search folders in Outlook, you do not create subfolders. All mail is collected within your Inbox. However, you then use the “Search Folders” feature to selectively filter the Inbox. Doing this then displays only the mail items you want to see at that time.

            To create a new search folder, right-click the “Search Folders” icon within the “Mail” section of the Folder Pane. Then select the “New Search Folder…” command from the popup menu that appears.

            In the “New Search Folder” dialog box that appears, then select the criteria to use to find mail. As when creating mailbox rules, you can find mail by sender or by mail status. You can also find specific words in the subject line or body of the email.

Use Search Folders in Outlook: A picture of the “New Search Folder” dialog box in Outlook.

Use Search Folders in Outlook: A picture of the “New Search Folder” dialog box in Outlook.

            To create your own criteria, select the “Create a custom Search Folder” choice and click “Choose” to open the “Custom Search Folder” dialog box. Click “Criteria” to open the “Search Folder Criteria” dialog box. Here you can define any search criteria to apply to your search folder.

            After creating your criteria, click the “OK” button. Then type a name for the new search folder into the “Name” field in the “Custom Search Folder” dialog box. Then click the “OK” button to return to the “New Search Folder” dialog box. Click the “OK” button in this dialog box to create the new search folder.

            To use the search folder, click it in the Folder Pane. Doing this then displays all the items in your Inbox that match the specified search criteria. You can then click your Inbox folder again to display all messages.

Use Search Folders in Outlook: Instructions

  1. To use search folders in Outlook, right-click the “Search Folders” icon within the “Mail” section of the Folder Pane.
  2. Then select the “New Search Folder…” command from the popup menu that appears.
  3. In the “New Search Folder” dialog box that appears, select the criteria to use to find mail.
  4. You can find mail by sender, mail status, or words in the subject line or body of the email.
  5. To create your own criteria, select the “Create a custom Search Folder” selection to open the “Search Folder Criteria” dialog box.
  6. Then define the criteria to use for your search folder.
  7. After creating your criteria, click the “OK” button.
  8. Type a name for the search folder into the “Name” field in the “Custom Search Folder” dialog box.
  9. Click the “OK” button to return to the “New Search Folder” dialog box.
  10. Click the “OK” button in this dialog box to create the new search folder.
  11. To use the search folder, click it in the Folder Pane to display the items within your Inbox that match the search criteria.
  12. To display all messages again, click on your Inbox folder.

Use Search Folders in Outlook: Video Lesson

            The following video lesson, titled “Using Search and Search Folders to Organize Mail,” shows how to use search folders in Outlook. This video lesson is from our complete Outlook training for lawyers, titled “Mastering Outlook Made Easy for Lawyers v.2016-2013.”

 

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