Microsoft 365: Outlook Intermediate: Locating Items

Name: Microsoft 365: Outlook Intermediate: Locating Items
Author: Kiwanna Brackett

Locate email messages and apply message rules to organize and track communication

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Course: On-Demand

Hello, my name is Kewana, and in these lessons, you will learn how to locate items using search options and rules and outlook. In this lesson, we will review how to use built-in search features and query messages. The search box search box is a powerful tool to help find messages, contacts, tasks, and calendar entries. You can type several phrases in the search box at the top of your Outlook window to locate any email communication or items within your Outlook account. When you put your insertion bar in the search box location, it will first provide a list of any previous searches that you've used to locate information in your account. You can choose to type in any of the previous searches by clicking and selecting on those items, or you can type in the keyword phrase that you are using, a name of a recipient or a sender of email communication, or an email address to be able to locate information within your account. So here, if I choose to select Budget, it will show me any email communication that has the word budget listed within the message. So that could help me locate that information if I'm looking to identify emails relating to budget. You can always again type in the keyword phrase or name that you're looking for in the search bar to locate information. It also provides built-in search filters that allow you to also locate information within your Outlook folders. So if I'm looking for a message in my inbox, I will have that folder selected and to access the built-in search filters, we'll click on the icon here for Filter. The filters that are provided give you the ability to locate any communication within your designated folders in your Outlook account, that can help you to locate email communication. So I can select to only see messages that are unread if I'm looking for a new email message that I want to review and access. So when I click on unread, it will show all the email communication that has not been reviewed. I can also search for email communication that I may have flagged to return to later. So if I have an email communication that has an attachment, choose that option, it will filter and show only those items. Any email communication that mentions me, deliver it to me, or I can choose some additional sort options here below. I can sort by date, by from, so it will group the messages based on who sent the communication to me, by size, importance, if it was tagged as important, by subject, and also sort by oldest on the top and newest on the top. So I'm going to choose the option from your group based on who sent the communication to me. So if I'm looking for communication from a specific person, I would go to those groups where the emails are grouped together and try to locate the message that I'm trying to identify. Also again, by importance, so if you were flagged important, they would be listed at the top and also adjust low to high top if I'm basing on importance, or I can sort by subject. So any that have a similar subject will be grouped together. So these built-in search features can definitely be a great tool in helping to quickly navigate through content within your email account. Built-in search features can be used with any of the folders that you have within your Outlook account. So for example, if I go to my Procedures folder, I have access to the same built-in features. So no matter where the information is located, you can use this feature to help to identify and quickly access information that you're looking for. Definitely a great way to kind of help enhance your search ability within your Outlook account. Stay tuned for the next lesson where I will show you how to use instant search to locate items. Thanks for watching.

Intermediate Provider : Kiwanna Brackett 4 Lessons · 21m in English

Course Description

Microsoft Outlook 365 provides various ways to manage the email messages you have stored in your account. You can use these features to locate information quickly, as well as organize the message content for easy access when needed. Features such as filtering and rules will allow you to manually and automatically sort through all received emails in your inbox, creating a more streamlined workflow within your Outlook account. Outlook 365 also provides multiple ways to locate information in your account, including instant search and built-in search filters using keywords, phrases, or contact names.

In this course, you will learn how to search for email messages within your Outlook account. You will also learn how to create message rules that can assist you in organizing your messages and apply conditional formatting to recognize specific messages. By the end of this course, you will be able to implement email automation into your Outlook workflow.

What You'll Learn

Use built-in search filters and query criteria to find email messages in Outlook 365
Locate messages and other items using instant search options
Create and categorize message rules to organize and automate your emails
Apply conditional formatting to recognize and highlight specific messages
Implement email automation into your Outlook workflow

Key Takeaways

Outlook 365 offers multiple ways to locate information, including instant search and built-in search filters using keywords, phrases, or contact names.
Filtering and rules let you manually and automatically sort through received emails to create a more streamlined workflow.
Message rules can assist in organizing and automating how your messages are handled.
Conditional formatting can be applied to recognize and enhance communication around specific messages.

Frequently Asked Questions

What will I learn in this course?

You will learn how to search for email messages in your Outlook account using built-in search filters and instant search, create message rules to organize and automate messages, and apply conditional formatting to recognize specific messages.

What topics do the lessons cover?

The lessons cover using built-in search filters and query in messages, using instant search to locate items, creating and categorizing message rules, and applying conditional formatting in messages.

What will I be able to do by the end of the course?

By the end of the course, you will be able to implement email automation into your Outlook workflow.

What skills does this course relate to?

It relates to Microsoft Outlook, Email Management, Outlook Add-Ins, and Microsoft Office Specialist (MOS) - Outlook, including the Microsoft Office Specialist Master track.