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Office of Information Technology Training & Development Outlook 2007 Advanced


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Lesson 1.6: Finding Items in Outlook

For our last lesson, we’re going to look at some specific search tools. We’ll learn how to use the Advanced Find tool and how to search for contacts.


Opening Advanced Find

To open Advanced Find, click the Tools menu, choose Instant Search, and click Advanced Find.



You can also use the Ctrl + Shift + F shortcut.
Advanced find is a great tool to use if you’re searching for a very specific message. As you will see, there are a lot of options you can customize in this tool, so it can take a bit of extra time to enter your search criteria. It may be worth it though if you have a lot of mail stored up and need to find one particular item.

Using Advanced Find

The Advanced Find dialogue looks like this:



We’ve numbered it to make things easier. Let’s go over each component.
The item marked with a 1 is the main menu. It has options you wouldn’t expect to find in a search dialogue. For example, you can create new items (like calendar appointments and mail messages) from the File menu. You’ll also have options to print and save your searches.
The items marked with a 2 are the Look For box and the In field. The Look For box allows you to specify what kind of item you’re looking for. The field labeled “In” will change depending on what you select; you can pick a different folder by clicking the Browse button on the right of the screen (marked with a 6). You will see these two boxes regardless of which tab you are in.
The name of the first tab (marked with a 3 in the image above) and the fields available in it will also change depending on the type of item you select.

Here’s an example of the window if you choose “Appointments and Meetings” in the Look For box:



Here’s a chart explaining how the Advanced Find window will look for each of the Look For options:


If Look For Says…

The “In” field will say…

You will have these choices for searching:

Any type of Outlook item

Personal Folders

Appointments and Meetings

Calendar

  • Search for words

  • In: Search in subject field only, subject and notes fields, or frequently used text fields

  • Organized by: search by who sent you the meeting request

  • Attendees: search by who is attending the meeting

  • Time: search by when the item starts or ends, or when it was created or modified. You can choose from pre-set time frames.

Contacts

Contacts

  • Search for words

  • In: Search in file as field, name field, company field, address field, e-mail address field, phone number field, or frequently used text fields

  • E-mail: click this button to select an e-mail address from your contacts list.

  • Time: search by when the item was created or modified. You can pick from pre-set time frames.

Files (Outlook/Exchange)

Inbox

  • Named: Search by file name

  • Of Type: Search by document type (such as all files, Office files, or specific file extensions).

  • Search for words

  • In: Specify the field to search for the above words in (any document text field, or in from field only).

  • Time: search by when the item was modified. You can pick from pre-set timelines.

Journal Entries

Journal

  • Search for the word(s): Specify what words you’re looking for.

  • In: Specify the field to search for the above words in (subject field, contact field, subject and notes fields, or frequently used fields).

  • Journal entry type: Tell Outlook what type of item you’re looking for (for example, a phone call).

  • Contact: Include an e-mail address in your search. Click the Contacts button to pick a name from your contacts list.

  • Time: search by when the item starts or ends, or when it was created or modified. You can specify any pre-set time frame.

Messages

Inbox

  • Search for the word(s): Specify what words you’re looking for.

  • In: Tell Outlook where to search for the words you typed in the first field (in the subject field only, in the subject and in the message body, or in frequently used fields).

  • From: search by who sent the message

  • Sent To: Search by who you sent the message to

  • (You can click either the From or Sent To buttons to bring up your contacts list so you can select a name from there.)

  • Where I am: Specify extra conditions, such as messages where you are the only person on the To line.

  • Time: Search by when the message was received, sent, expired, is due, was created, or modified. You can specify a pre-set time frame.

Notes

Notes

  • Search for the word(s): This is where you type in your search string.

  • In: Specify where Outlook should look for your search string. You can choose the subject field or contents only.

  • Time: Search by when the item was created or by when it was modified. You can choose from a pre-set time frame.

Tasks

Tasks

  • Search for the word(s): Tell Outlook what words to look for.

  • In: Tell Outlook where to look for your search string. Choices are limited to subject field only, subject and notes fields, or frequently used fields.

  • Status: Is the task you’re looking for not started, in progress, or completed? Or does it not matter?

  • From: Search by who sent the message

  • Sent To: Search by who you sent the message to

  • (You can click either the From or Sent To buttons to bring up your contacts list so you can select a name from there.)

  • Time: Specify when the item was due, starts, to be completed, created, or modified. You can specify a preset time frame.

Luckily, the next two tabs stay the same no matter what type of item you’re looking for. Some choices may be grayed out depending on what you’re searching for.


The More Choices tab (marked with a 4 on page 88) on lets you customize your search even further.

This box offers you the choice to search by:

  • Category

  • Read or unread status

  • Items with or without attachments

  • Importance

  • Flag status

  • Matching case (between your search string and the item)

  • Size

The Advanced tab looks like this:



To use this window, first click the Field button. You can choose any field in any form; the list is practically endless. (We’re not going to go through all the fields because most of them are self-explanatory.) Once you click a field, related options will appear in the boxes below.

In this example, we clicked on the Field button, chose All Note Fields, and clicked Color.
Once you click the “Add to List” button, it will appear in the window like this:

If you want to remove the field from the list, just select it and click the Remove button.

Don’t forget that no matter what you specify for a field, the folder specified in “Look for” still applies. The search above probably wouldn’t generate any results since we’re searching in the contacts folder for a note of a particular color.
Once you’ve filled out the criteria you want to search by, click the Find Now button to the left of the window.

Your search results will appear in a new pane at the bottom:

In the new results window, you can sort results by icon, subject, date created, categories, or folder that the item is in, by clicking on the gray column header.

You can also modify the result by right-clicking on it. You’ll have basic options that are useful for that particular item. For example, if you right-click a mail message, you’ll have options like reply, forward, and move to folder. If you right-click a note, you’ll have options like open, forward, and choose the note’s color.

If your search involves messages only, you can save it as a search folder. This will give you one-click access to continually updated search results.

Once you’re done with the search, you can start a new search by clicking the New Search button on the right of the screen.


Finding Contacts

There is a special search area for contacts on the Standard toolbar. Simply type the name of the person you’re looking for (or any of their information) and press Enter.



The most likely result will then appear on the screen.

This isn’t as accurate as using the Advanced Find window, but it is a quick and easy way to find contacts.

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