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Outlook - Sorting & searching your mails Tutorial

In this video, you will learn about sorting and searching your mails in Microsoft Outlook.
The video covers how to use the search and sorting tools in Outlook to easily find and organize your emails.
By default, Outlook sorts messages by date of receipt, but you can also sort by sender, size, category, and more.
The search function in Outlook is a powerful tool that allows you to find items by word, name, or other criteria.
You can refine your search by adding criteria such as attachments, sender, date, and recipient.
This tutorial will help you efficiently manage your emails and find specific messages in Outlook.

2:50
3891 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to effectively manage and search for emails in Outlook, utilizing its sorting and search functionalities to enhance productivity.

Chapitres :

Introduction to Email Management in Outlook
Managing the volume of emails can be challenging, especially when we receive a consistent influx of messages. This guide will explore how to utilize Outlook's sorting and search tools to efficiently organize and locate emails.
Sorting Emails
Outlook provides various sorting options to help you organize your emails effectively. By default, emails are sorted by the date of receipt, indicated by a small arrow in the 'Received' column. You can sort emails by different criteria by clicking on the column headers, such as: - **From**: Sorts emails by the sender's name. - **Size**: Organizes emails based on their size. - **Category**: Groups emails by assigned categories. - **Flag Presence**: Sorts emails based on whether they have flags. Remember to return to sorting by date to keep the most recent emails at the top of your list.
Using the Search Function
The search function in Outlook is a powerful tool for finding specific emails. You can access this feature at the top of your message list, and it is also available in the calendar, contacts, and tasks modules. To perform a search: 1. Enter a keyword, term, or name in the search field. 2. A contextual tab will appear, offering additional search tools. 3. As you type, Outlook will immediately start displaying results, highlighting the searched word in yellow. The search encompasses the subject, description, and sender or recipient names.
Refining Search Results
If your initial search yields too many results, you can refine your search using the following criteria: - **Has Attachments**: Filter results to show only emails with attachments. - **Sender**: Narrow down results by specifying the sender's name. - **Date**: Limit results to a specific date range. - **Recipient**: Search for emails sent to a particular recipient. Conversely, if you have too few results, you can extend your search beyond the current folder to include: - Subfolders of the current folder. - All mailboxes. - All Outlook items, which encompasses emails, calendar entries, contacts, and tasks.
Conclusion
By utilizing Outlook's sorting and search functionalities, you can significantly enhance your email management skills. These tools not only help in organizing your inbox but also in quickly locating important emails, thereby improving your overall productivity.

FAQ :

How can I sort my emails in Outlook?

You can sort your emails in Outlook by clicking on the column headers in your email list. For example, clicking on the 'From' column will sort emails by sender, while clicking on the 'Received' column will sort them by the date they were received.

What is the search function in Outlook?

The search function in Outlook is a powerful tool that allows you to find specific emails, calendar events, contacts, or tasks by entering keywords or criteria in the search bar at the top of your message list.

How do I refine my search results in Outlook?

You can refine your search results in Outlook by using additional criteria such as 'has attachments', 'sender', or by selecting specific dates or categories to narrow down the results.

Can I search for emails in subfolders?

Yes, by default, the search is conducted in the current folder, but you can extend it to include subfolders, all mailboxes, or all Outlook items, which encompasses emails, calendar events, contacts, and tasks.

What should I do if I have too many search results?

If you have too many search results, you can refine your search by adding more specific criteria, such as filtering by attachments, sender, or date.

Quelques cas d'usages :

Organizing Emails by Sender

In a corporate environment, employees can use Outlook's sorting feature to organize their emails by sender. This helps in quickly locating emails from specific clients or colleagues, improving response times and efficiency.

Finding Important Emails with Attachments

A project manager can utilize the search function in Outlook to find emails that contain attachments related to a specific project. By refining the search to include 'has attachments', they can quickly access necessary documents.

Managing Follow-Up Tasks

Sales professionals can flag important emails in Outlook to ensure they follow up on leads. This helps in prioritizing tasks and managing time effectively, leading to improved sales performance.

Searching Across Multiple Mailboxes

An administrative assistant can extend their search in Outlook to all mailboxes when looking for a specific email that may have been sent to different departments. This ensures no important communication is missed.

Sorting Emails for Better Workflow

A team leader can sort emails by date received to ensure that the most recent communications are addressed first. This practice enhances workflow and ensures timely responses to urgent matters.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Search Function

A feature in Outlook that allows users to find specific emails, calendar events, contacts, or tasks by entering keywords or criteria.

Column Headers

The titles at the top of each column in Outlook's email list that allow users to sort emails based on specific criteria such as date, sender, size, or category.

Sorting

The process of arranging emails in a specific order based on selected criteria, such as date received or sender.

Attachments

Files that are sent along with an email message, which can include documents, images, or other types of files.

Criteria

The specific conditions or parameters used to filter or refine search results in Outlook.

Subfolders

Folders within a main folder in Outlook that help organize emails and other items into more specific categories.

Flag

A marker that can be added to an email in Outlook to indicate that it requires follow-up or is important.

00:00:05

is often consistent and we do not always take the time

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to properly store our mail.

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Outlook offers search and sorting tools

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that make it easy to find an email.

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Already, you can use column headers.

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By default, the messages are sorted by date of receipt,

00:00:23

which is why the Received column

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includes a small arrow that tells me that sorting is done

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by this criterion for now.

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If I click on another header, for example,

00:00:33

the From column, Outlook will sort by sender.

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The mails are now filed and stored in groups

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that have the name of the senders.

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I can do the same with the size, the category,

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the presence of a flag, and so on.

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Do not forget to come back and sort

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by date of reception, to continue to see

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your last emails arrived at the top of your list

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as we usually do.

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Then, if I want to find an email exactly,

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I will use the search function instead.

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The search function is a very powerful tool

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that allows you to find items in Outlook.

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You can find this feature at the top

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of your message list.

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It is also present in your calendar,

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or in the contact and task module.

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The most common search is by word,

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a terms, a name you enter in this field.

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You'll notice that when you click on this search area,

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a contextual tab appears offering you more search tools.

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Here I will search this word.

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The search is started immediately by Outlook.

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The results begin to appear in the content area.

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When you type a word in this field,

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the search is performed both in the subject of the message,

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in its description, and name of the senders or recipients.

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The word I searched for is then highlighted

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in yellow in the results.

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The search tools in the ribbon helper find my query.

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If there are too many results, I will refine

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by using this group of buttons,

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adding the criterion, has attachments,

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if I know that the searched mail contains attachments.

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If this is not enough, I add the criterion Sender

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if I know it, and so on by category.

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But you can refine even more by selecting a date,

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a recipient, if followed by a flag, and more.

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If on the contrary, I do not have enough results,

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I can extend the search.

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By default, the search is done

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in the folder being consulted.

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You can extend it to the sub folders of the current folder,

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to all mailboxes or to all Outlook items,

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which means that the search will be carried out,

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not only in your email,

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but also in your calendar, contacts, or tasks.

Mandarine AI: WHAT YOU SHOULD KNOW

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