Outlook 2010 Advanced – Lesson 6 – Finding Items

Once you receive and send numerous e-mail messages, list many contacts, and post lots of notes, you might find it difficult to remember where you stored a certain piece of information. For example, you might remember that you ordered a new stock pot, but you might forget from which supplier you placed your order. You use the Advanced Find window, shown in Figure 17, to search for a keyword to locate your items. You can access the Advanced Find window from the Search menu or with the Search Tools toolbar, shown in Figure 18.

Figure 17: The Find Window

Figure 18: Search Tools

Figure 18: Search Tools

To find items:

1. From the Inbox, click in the Instant Search field to make the Search tab in the Ribbon visible, in the Options section click the Search Tools button, select Advanced Find.

2. In the Find window, from the Look for drop-down list, select an item for which to search.

3. If necessary, choose Browse to change the folder in which Outlook searches.

4. In the Search for the word(s) combo box, type the word(s) for which you want to search.

5. If necessary, from the In drop-down list, select the message part(s) to search.

6. If desired, in the From text box, type a date.

7. If desired, in the Sent To text box, type a name.

8. If desired, select the More Choices tab.

9. On the More Choices page, if desired, choose Categories to select a category.

10. Choose Find Now.

11. If a folder list appears, double-click the desired folder to view its contents.

12. Close the Find window.
or

12. Choose New Search, and then repeat steps 2 through 11.

In the following exercise, you will find items.

1. On the toolbar, click the Search Tools option Select the Advanced Find. The Advanced Find window appears displaying context-sensitive information.
2. From the Look for drop-down list, select Messages The Find window changes to display the Messages information.
3. Choose Browse The Select Folder(s) dialog box appears.
4. Select Sent Items, and then choose OK Sent Items appears in the In box.
5. In the Search for the word(s) combo box, type rice
6. From the In drop-down list, select subject field and message body
7. Choose Find Now One message appears at the bottom of the window.
8. Double-click the message The message opens.
9. Close the Message window
10. From the Look for drop-down list, select Contacts A message box that says This will clear your current search appears.
11. Choose OK The Contacts page appears.
12. Select the More Choices tab The More Choices page appears.
13. Choose Categories The Categories dialog box appears.
14. Select Food Festival, and then choose OK
15. Choose Find Now The Felicia Montrachet contact appears at the bottom of the window.
16. Double-click the contact The Contact window opens.
17. Close the Contact window
18. Close the Advanced Find window

Grouping Items

You can group your messages or other items by any column header when you filter your data using a Current View that displays a list. By grouping the items, you can view a condensed list that shows each entry only once. For example, suppose you regularly send your patrons a brochure advertising the month’s specials, you send orders to three provisioners, and you drop your brother and your sister an occasional note. Your full message list displays the name of every patron who receives a brochure, every provisioner from whom you placed orders, and your brother and sister. But if you group your list by subject, then your condensed list shows only three items: brochure, order, and note. If you want to examine all orders, then you expand the order group to view every order.

The easiest way to group your items is by using any of the options in the Arrangement area, which is in the View tab. You turn on grouping here too. You display the Group By Box by clicking the Group By Box toolbar button, shown in Figure 110, or by choosing Group By Box from the View menu.

 

Figure 19: The Arrangement Box

Figure 19: The Arrangement Box

To group items:

1. On the Ribbon, click the View tab.

2. Choose any of the arrangement options.

To turn grouping off:

1. On the Ribbon, click the View tab.

2. click the arrangement dropdown, deselect Show in Groups

In the following exercise, you will group items and then turn grouping off.

1. Open the Sent Items folder
2. Select Crawford, Susan (Sue)
3. On the Header, click the Arrange By Column A dropdown menu appears
4. Click the To option
5. Click the to the left of Crawford, Susan (Sue) A list of the messages to Susan Crawford appears.
6. On the Header, click the Show in Groups option The grouping feature is turned off and the message list returns to its default format.

Creating and Clearing a Filter

Each time you use the Current View drop-down list to change your view, you are applying a filter to your items. When you view your tasks, for example, you can view the simple list that shows every task, the active tasks list that shows only tasks for which you are still responsible, or the completed tasks list.

Suppose you want to view all tasks that are related to your activities for the Greater New Orleans Restaurant Association. You can create a filter of your own to show only those tasks that have the text Association or Assoc. in the subject field or the message body.

You show or hide items using the Filter dialog box, shown in Figure 111. Each Outlook folder has a context-sensitive page in the Filter dialog box, so that each filter’s suggested search fields are relevant to the folder in which you set up the filter. If you specify multiple search criteria fields, only the items that meet all criteria appear. If you specify multiple search criteria in only one field, then items that meet any of the criteria within that field appear.

When you want to restore the Current View, you clear the filter.

Figure 111: The Filter Dialog Box Displaying the Context-Sensitive Messages Page

Figure 111: The Filter Dialog Box Displaying the Context-Sensitive Messages Page

To create a filter:

1. Open the folder to which you want to apply a filter.

2. From the View menu, select View Settings

3. The Advanced View Settings dialog box will appear

4. Select Filter …

5. The Filter dialog box will appear.

6. In the Messages page enter the search criteria in the Search for the word(s): box.

7.If desired, on the More Choices and Advanced pages, enter search criteria.

8.Choose OK and OK again

To clear a filter:

1. From the View menu, select View Settings

3. The Advanced View Settings dialog box will appear

4. Select Filter …

5. The Filter dialog box will appear.

6. In the Filter dialog box, choose Clear All.

3. Choose OK and OK again.

In the following exercise, you will create and clear a filter.

1. Make sure the Sent Items folder is open
2. From the View menu, select View Settings The Advanced View Settings dialog box appears.
3. Select Filter …

On the Messages page, in the Search for the word(s): combo box, type booth

4. From the In: drop-down list, select subject field and message body
5. Choose OK and OK again The message list displays the only sent item that contains the specified word.
6. Open, read, and close the message The word booth is in the body of the message.
7. From the View menu, select View Settings The Advanced View Settings dialog box appears.
8. Choose Filter

Choose Clear All

The Filter dialog box appears

The Search for the word(s): combo box becomes blank. The In: list box displays subject field only

9. Choose OK and OK again All sent items appear in the message list.

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