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A common problem with email searches is that they can return too many results. For example, entering someone’s name may return matches where the name appears in parts of the message’s body even though you meant to look for messages from that person. It can be also hard to enter other criteria to help narrow your search, such as whether it has an attachment or that it has a particular category applied. Wouldn’t it be great if you could specify these parameters easily and get a better set of results - finding what you want even faster? Outlook 2010 makes it easy!
Outlook 2010 makes searching your mailbox more efficient with two new features: the Search Contextual Tab in the Ribbon and the Search Suggestion List.
Search Contextual Tab
The Search Contextual Tab is displayed each time you click into the search box. It allows you to filter your search results using a variety of parameters, including:
· Sender’s name
· Subject keywords
· Presence of attachments
· Categories
· Sent date
· Flagged messages
· The recipient’s name in the TO or CC fields
· Importance
· Read/unread status
· … and many more!
You can use this tab to help you find messages quickly and easily. For example, suppose you are searching for a message with the phrase “Food Blog”, but more than 100 items return matching that query. Let’s suppose you also remember that this message has an attachment. Now you can instantly narrow down the results to a much smaller set to find what you are looking for by clicking the Has Attachments button in the Search Contextual Tab:
And that’s just one of the many filters available in the Search Contextual Tab!
Search Suggestion List
The vast majority of searches contain a combination of keywords, along with the names of the sender or a known phrase in the subject line. Restricting results to a specific sender is a powerful filter that often helps narrow down results quickly.
In Outlook 2010, you will see a list beneath the search box when you begin a query. You can just type and then arrorw down to limit your search to mail from someone or with a specific subject. The results returned will be only those that show a match in the name (or subject) fields against your query!
This is just a taste of the new powerful search capabilities built into Outlook 2010. We hope you enjoy this new experience and that it will help you be more productive each time you need to find a message in your mailbox.
Nelson Siu Outlook Program Manager
Comments: (13) Collapse
I work at GlaxoSmithKline - we are coming from Lotus Notes, using Microsoft Online services with Outlook 2007. Our users are used to having a comprehensive "Sent" view in Lotus Notes but in Outlook we cannot figure out how to display all sent mail in a search folder (a message does not appear in the Sent Items folder if you file the message). The problem is that the Search Folder for "Mail from specific people" does not include the "Sent Items" folder in its search even if you explicitly select it - this seems like a bug! A workaround is to create a custom Search Folder and enter your name into the "From" search field; but this filter does not recognize mail sent by you "on behalf" of someone else. So there doesn't seem to be a way to create a Search Filter that includes mail in the Sent Items folder and mail sent from you "on behalf of". I'll look for a comment reply to this post if you would like to follow up with me. Thanks.
What happen to Billable Time Tracking and link to MOA? Installed 2010 Outlook and 2010 BCM and can't find anything that resembles flagging Outlook Calendar item as billable and transfering to MOA 2009
Wow I am impressed, two new features for Outlook 2010, which are very, very, very useful and such an innovation. Oh by the way this is irony, searching for mails in the last week or from one person only is not really an improvement. My search tool lookeen (www.lookeen.net) was able to do this a long time ago, before Outlook 2010 (at least the beta-version) was released, so I am not really impressed. Lookeen is also improved regularly, but on a much higher level.
Any way to keep the Seoutarch Contextual Tab open all the time, so I can just go to it (to start a search) without clicking in the search box? Having the search box visible all the time wastes screen.
In Outlook 2003 you used to be able to locate the SEARCHED mail folder by choosing File/Properties. How do you find the location of the email you've searched for in Outlook 2010?
Russ,
I had the same problem, and just found 2 ways to dsplay the folder.
First
1. Click in Search field
2. Select 'Search Tools', 'Search Options'
3. In Results section, Select 'All Folders' & OK
Second
1. Search for something.
2. Rightclick on Column Headings, e.g. on Subject
3. Select 'View Settings', then button 'Columns'
4. Select 'All Appointment fields' from the Dropdown.
5. Scroll down to 'In Folder', Select & Click 'Add'
Both these work.
The search options seems to be non-user friendly. The searching begins even before I complete the search phrase. Most of the folks I know are using some (paid) search apps on Outlook! Hoping the search functionality is tweaked in future versions.
I use the Outlook 2010 search a lot. Lately, though, the search locations are duplicated and I cannot remove the duplicate locations. Right now I have Outlook in the search locations 6 times and Outlook date 1 time. Every time I click on one of the Outlook locations to remove the check mark, another one pops in.
Perhaps I'm doing something wrong...having recently come from Outlook 2003. It appears the search will only look for (or display) items which qualify under the View Settings. Since I use a couple of different view profiles quite frequently I find it inconvenient to switch back to the default view when I'm looking for something that would otherwise be hidden.
2K3 didn't have this problem and allowed my to stay with my main filtered view most of the time and still find suppressed items when needed.
Thoughts?
I have outlook 2010 installed on 2 machines, on my windows XP machine, the search field at the top expands when I click on it, and gives me a list of fields with open text boxes next to them for when I wan to search specific fields, on my windows 7 machine, it does not do this, it just gives me the top text box, search all, I want to know how do i get the additional fields to display on my windows 7 machine as well?
here's what I'd like to see on my windows 7 machine but I can't figure out where/how to enable the additional fields search:
picasaweb.google.com/.../Mobile
Theron.Roland,
I'm glad you found those fields useful, and thanks for sharing the photo. In Outlook 2010 you can add them by going up to the search contextual tab on the ribbon, and selecting items under "More."
Dave Marcus,
That's great feedback. There is no way to keep the Search ribbon tab open, as that's one of a few contextual tabs that we have. You can start a search with your keyboard by clicking ctrl+E if that is easier for you.
If anyone is still having issues with Outlook search, I recommend posting your problems in our forums at http://answers.microsoft.com where you can get support from other users and our support staff.
Thanks!
Josh Meisels, Outlook Program Manager
Thanx for pointing me in the right direction Josh, exactly what I needed
How to enable the search scope "All Outlook Items" (see ribbon) by default? Background: I want to create a note item for important email adresses to add additional information. I want to find this notes while searching for email adress - as a simple bur powerful CRM solution.
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