Office of Information Technology Training & Development Outlook 2007 Advanced

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Lesson 1.4: Instant Search

You’ll be happy to hear that the search tools in Outlook 2007 are greatly enhanced! Outlook now uses the Windows Desktop Search engine to find your items. In this lesson, we’ll learn how to set up and use the new search engine.

Installing Instant Search

If the Windows Search Engine is not already installed on your computer, you will need to install it before using the search feature in Outlook. If the feature is not installed, you will see this prompt when you open Outlook:

Simply click the Yes button to go to the Microsoft Web site to download the component.
You can also install the component from within Outlook. Simply open any mail folder and click the bar that says “Click here to enable Instant Search.”

With either action, you will see the Microsoft Web site open. Just follow the instructions to download the component.

Using the Instant Search Menu

Once installed, you will find the Instant Search tools under the Tools menu.

Here’s an overview of each option.

Instant Search	Perform a quick search.
Expand the Query Builder	Perform a detailed search.
Search All Mail Items	Search in all mail items.
Search Desktop	Search outside Outlook.
Indexing Status	See what items search has catalogued.
Search Options	Set search options.
Advanced Find	Search using the older style dialogue.
Related Messages	Find messages related to the currently selected one.
Messages from Sender	Find other messages from this sender.

Performing an Instant Search

To perform an instant search, simply type what you’re looking for in the instant search box. (We are using a mail folder as an example, but the tool is available in most folders.)

As you type, results matching your query will appear in the list. The search term will be highlighted. You can work with the found items as you would any other item.
Once you’ve found what you’re looking for, click the X to clear the search. Note that you can also click the link at the bottom of the results to search in all mail folders, not just the current folder.

Using the Query Builder

For more advanced searches, use the Query Builder. You can open this tool from the Instant Search menu:

You can also click the double arrows next to the search box.

The search box will then expand to a series of fields.

Simply type your criteria and watch the results appear!

Like the basic search, you can change your search to include all mail items, or you can use the X to clear your search.

Lesson 1.5: Search Folders

Another great feature in Outlook 2007 is Search Folders. Search folders are a saved search that you can pull up in an instant. In this lesson, we’ll learn what search folders are and how to use them. We’ll also take a look at favorite folders and shortcut groups.

About Search Folders

To open a search folder, just click it. You can see your search folders in the Navigation Pane. (If you can’t see the list of search folders, click the plus sign next to Search Folders so that the list is expanded.)

Keep in mind that your messages aren’t stored in these folders. When you click one of these folders, Outlook looks at its criteria, and then searches through all your folders to find messages that match those criteria. It then displays the messages that match in the message pane like it would for any other folder. You can then work with those messages like you would any other; for example, you can delete, edit, reply to, or move them.
So, if you clicked on the search folder labeled Categorized Mail, all the messages that you have assigned categories to will appear in the message list. The other folders work the same; the Large Mail folder will show all your messages over 100 Kb, and the Unread Mail folder will show you all the mail you haven’t read yet. (Those three search folders are created by Outlook by default.)
If a search folder is in italics it means it hasn’t been updated recently. Once you click the folder, Outlook will update the search and remove the italics from the folder’s name.

Creating Search Folders

Creating a search folder is easy. You can either right-click Search Folders in the Navigation Pane and click New Search Folder, or you can click the File menu, choose New, and click Search Folder.

When you perform either of these actions, the window seen below will appear.

Like the Rules window, simply click a template at the top and then set your criteria as instructed at the bottom. (There is also a Custom Search Folder option at the bottom of the list that lets you create a folder from scratch.) Once your options are set up, click OK. The new folder will now appear in the Search Folders list.

Customizing Search Folders

To customize any search folder (even the ones that Outlook has created) just right-click it and click Customize this Search Folder.

When you do that, this window will appear:

The first option in this window lets you type in this box to change the name of the search folder. The next button, Criteria, will bring up a small window with just the options you need. (For example, in the box above, clicking on Criteria brings up a box prompting you to enter the name of the person.) The Browse button lets you pick what folders this query should look at. (This is really useful if you want the query to search only a few folders in Outlook.) Once you click the OK button your changes will be saved.
You can also customize other aspects of a search folder by right-clicking on it. In this menu, you’ll see the same set of options that other mail folders in Outlook have, including deleting or renaming the folder. Remember that deleting the search folder doesn’t delete the messages shown in it.

Using Search Folders

Here are some examples of search folders and how you can use them every day:

Use the criteria From Specific People and specify your boss’s e-mail address so you can easily view all the e-mail he or she has sent you.
Use the Important Mail criteria to see all the messages sent to you marked as urgent.
Use the Mail with Specific Words criteria and specify the phrase “XYZ Company” to keep track of correspondence relating to that account.
Use the Mail Sent Directly to Me criteria and specify the inbox folder to help you sort through the mountain of e-mail that accumulated during your vacation.

There are lots of ways that you can use search folders to find key e-mail messages quickly and easily. The best way to learn what works for you is to set up different search folders and play around with the options!

About Favorite Folders

Another great Outlook feature is favorite folders. Favorite folders are just a list of commonly used folders. The list is similar to The Navigation Pane in that each folder will show the unread count. You can click any of these folders to see its contents (for mail or item folders) or to run a query (if the folder is a search folder). To add a folder to this list, simply drag and drop the folder into it.

You can move items around in the favorite folders list by dragging and dropping them or by right-clicking on them and choosing Move Up or Move Down. Right-clicking will also give you the option to remove the folder from the list, or use any of the typical folder options like renaming, deleting, copying, or moving the folder. (Remember that default folders like inbox, sent items, drafts, outbox, junk e-mail, contacts, and deleted items can’t be deleted, renamed, or moved.)

About Shortcut Groups

Shortcut groups are a new feature in Outlook 2007. The feature is similar to the favorite folders list, only it’s for non-mail folders. Let’s look at an example.

Here, we have several different contacts folders. By default, all folders are stored in a group called My Contacts. However, we can use the “Add a New Group” link below the lists to create a new group.

You will then see a small text box appear. Type the name of your group and press Enter.

Now, drag and drop folders into the group.

Like folders, you can right-click the name of the group to customize it.

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