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Keep your Outlook Mailbox size smaller by Finding, Moving/Deleting Large Emails

Posted by: standss | Comments (1)

Wednesday, March 28th, 2012

Do you get frustrated receiving messages like “Your mailbox is over its size limit…”

Here is a simple yet very handy tip which allows you to find large emails in your mailbox (which of course are taking up a lot of space) quickly, take quick actions on them i.e. either move or delete.

Finding, Moving/Deleting large emails

Follow these simple steps to find the large emails:

In Outlook 2007/2003, Click on the Tools menu > Find > Advanced Find
In Outlook 2010, click once on the Search box, this should now show the Search Tools tab, under this you will find Search Tools > Advanced Find. For those who prefer using shortcut keys, press CTRL+SHIFT+F to open the Advanced Find screen (Applicable to all three versions of outlook)
On the Advanced Find screen, click on the More Choices tab
At the bottom of the screen you will see Size (kilobytes). In the first drop-down menu, select greater than, in the next box enter the size for example 1000 for 1MB.
Click Find Now. This will now search your mailbox for all emails that meet the criteria and provide you a list at the bottom of the screen.
You can now browse through this list.
- To delete an email, simple right-click on it and click Delete.
- To Move an email, right-click on the email and click Move to Folder…, use the pop-up screen to select the folder you wish to move the email.

I hope you find this tip useful.

Do you have your own ways of keeping your mailbox size smaller, let us know by leaving a comment below.

Better Search with Microsoft Outlook

Categories : Outlook Email Tips, Outlook Search Tips, Outlook as a Business Tool

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Outlook Search Tips Revisited

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Thursday, February 16th, 2012

I set down last night to find out what were the most common problems that readers of our Outlook blog were trying to solve. I noticed that many visitors were looking for solutions to Outlook search problems or how they could use the outlook search features better.

So I thought, as part of today’s post, I will revisit some of the post related to search in Outlook.

Fixing Search Problems in Outlook 2007 and Outlook 2010

The Search functionality in Outlook 2007 and Outlook 2010 is great… unless it is not working. Most of the time rebuilding the search index clears up the problems. Unfortunately it isn’t obvious, at least not from inside Outlook, how you can do this.
Check out this post to learn How to Rebuild the Search Indexes.

Make Outlook 2007/2010 search ALL folders instead of just the current folder

Outlook (by default) searches emails in the current folder you are in. The Search results also come up with a link at the bottom to “Try Searching all Mail Items”. I find myself ALWAYS clicking on the Search All link as I rarely bother to move to the relevant folder first.
This post shows how you can force Outlook to search all mail items by default

Human-Friendly Power Searches in Outlook 2007/2010

Do you find Outlook search to be to complex, not so human-friendly. Did you know that Outlook let’s you refine your searches using human friendly English words?
This post shows you how easy, human-friendly and powerful Outlook search is.

We hope that these tips help you use Outlook search better. If you have your own Search tips, please share it with other readers by leaving a comment.

Categories : General, Outlook Search Tips, Outlook as a Business Tool

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Solutions to Outlook Search Problems

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Wednesday, August 17th, 2011

Since we posted Better Search with Microsoft Outlook earlier this week, several readers have indicated that Outlook’s Search does not return expected results for them. Here are a few tips that may help you solve Search related problems in Outlook.

1. Rebuild the Search Indexes

Search in Outlook 2007 and Outlook 2010 uses Windows Search Indexes (i.e. it’s a Windows feature and not an Outlook only feature). If Windows Search Indexes are not built properly or corrupt you may find that Outlook Search does not work properly.

You can refer to our earlier post Fixing Search Problems in Outlook 2007 and Outlook 2010 to learn how to rebuild the search indexes.

2. Search all folders instead of just the current folder

You can refer to our earlier post Make Outlook 2007/2010 search ALL folders instead of just the current folder to learn how to force Outlook to search all mail items by default.

I hope this post makes it easier for you to search and find your emails.

Categories : Outlook Search Tips

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Better Search with Microsoft Outlook

Posted by: standss | Comments (3)

Tuesday, August 16th, 2011

Searching for emails in Outlook 2007 and Outlook 2010 has become much easier and faster. Here are a few tips to help you get the most out of Outlook Search.

1. Use Instant Search

Outlook 2007 and later has a very handy Search box that is easy to use and can search the folder you are in, as well as all other mail folders.

Just type in your Search term and Outlook will automatically show you any matching emails that it finds.

If you think that the email is in a different folder, click the “Try searching again in All Mail Items” hyperlink that is displayed at the bottom of your search results.

You can clear your Search results at any time to see all emails in a folder again by clicking the little x in the Search box.

2. Refine Your Search using the Search Tools ribbon

Did your search return too many results? You can refine it further by using the Search Tools ribbon. (This ribbon only comes up after you start a Search as described above)

For example, I can refine my search results to only show me results that have attachments by clicking on the Has Attachments button on the ribbon.

Or… If I wanted to only see Search Results from this week then I could click on the This Week button on the ribbon.

You can click more than one buttons for more complicated searches (e.g. click Has Attachments and This Week to filter search results for emails from this week that have attachments)

The Search Ribbon has some very powerful options including the option to Search by Sender, Recipient, Categories etc.

Note: As you click buttons on the Search Ribbon, you will find that the Search box gets updated with your search criteria.

3. Instead of using the Search box, use Find from the Home ribbon

I don’t use this much myself but you can also apply quick filters to emails in any folder by using Find from the Home ribbon.

Click Find (you only need to do this if Filter Email is not displayed)
Click Filter Email
Select the appropriate filter that you want to apply (e.g. you could click This Week to see all emails from this week)

The results will be displayed and (again) the Search Ribbon will be displayed that you can use to further refine your search.

4. Search for Folders instead of emails

All the above tips involve searching for emails based on the email contents. Depending on your filing system, you may also want to search for a folder… in order to go over emails in a project etc.

Although this final feature is not built into Outlook (everything else above comes built into Outlook 2007 and later), you may want to use a email filing addin such as QuickFile for Outlook which adds a Find & Goto Folder button to your Outlook.

I hope this post makes it easier for you to search and find your emails.

Categories : Outlook Email Tips, Outlook Search Tips

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Email Overwhelm: Filing and Finding Emails almost Automatically.

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Tuesday, January 11th, 2011

In an earlier post, we identified 3 Types of Email Overwhelm. One of the causes of email overwhelm is the time and effort needed to keep all the incoming and outgoing emails organized.

Normally the manual effort required means many of us just give up and leave everything in a mess.

This article shows you exactly how I PERSONALLY USE QuickFile for Outlook on a daily basis… I hope you find ideas in it that will help you take control of your emails.

I am able to file 90% of the emails at the click of a button

QuickFile adds a toolbar inside Outlook. Whenever I select an email, QuickFile changes one of the buttons to the name of the folder I last used to file a similar email… most times the email needs to go into the same folder. One click and the email is moved out of my Inbox.

What I like:

I am actually filing my emails because I don’t have to hunt through a tree of folders.. one click is so much faster.
My Inbox doesn’t feel like a list of endless tasks because it only contains emails that still need my attention.

A COPY of my Sent Emails are automatically filed to the correct folder

QuickFile prompts me for a folder every time I send out an email. The prompt contains a list of folders where I am most likely to file the email…. Double-click and the email is automatically filed to the correct folder after it is sent.

(The prompt can be turned off if you prefer to bring it up only when you want by clicking Send&File instead of Send)

What I like:

Without this, emails in my Sent Items folder were NEVER filed. I don’t look at Sent Items as often as my Inbox and it’s just too easy to forget.
QuickFile can either move the original email or file a copy from the Sent Items folder. The copy feature was implemented as a result of user DEMANDS and I really find this useful. A copy gets filed to the correct folder and I still have a copy in my Sent Items for quick reference. Many users tell me that they also use the Sent Items emails for filling in timesheets.

I don’t let Newsletters distract me

I subscribe to many different newsletter emails. Most of these newsletters do not need my urgent attention… they do not need to be added to my list of things to do.

QuickFile lets me treat any email in my Inbox as a newsletter at the click of a button. After that any email from that email address automatically gets moved to a folder dedicated to Newsletters, which I then read at my convenience.

What I like about this:

My Inbox does not get cluttered by newsletters… there is less stress each time I look at my Inbox.
I’m not distracted from my real work by an email with an interesting topic
QuickFile reminds me once a day to look at my newsletters with an email in my Inbox… I do a quick scan to make sure that I am not missing out on anything time-sensitive.
Many emails that I was spending (wasting) a lot of time reading no longer seem important… now that they’re not in my Inbox, I don’t feel as compelled to read stuff that I won’t actually use.

I (defer and then) deal with non-urgent emails in batches

Many productivity gurus recommend that you don’t deal with emails first thing in the morning but… we’re in a different time zone from many of our customers… I need to reply to them first thing to ensure that we are able to communicate while we are still both at work.

I start from my Inbox and deal with each in it. If it’s urgent I deal with it there and then.

Otherwise, I use QuickFile to defer it to 11 am… a time I have set aside for email processing. QuickFile moves the email out of my Inbox and then brings it back at 11 am. (QuickFile can defer each email to a different time of your choosing).

What I like:

My Inbox does not contain emails that I have decided not to work on now. This keeps me focussed only on what I need to think about.
The email automatically appears at a time of my choosing.
Batch Processing emails is actually a much more productive way of dealing with emails instead of getting distracted by emails 50 times a day.

I am able to find Email Folders by typing any part of the folder name

I have many folders of several levels inside Outlook. Finding the right folder to file or retrieve an email can take a long time… OK… it takes less than 10 seconds but it feels like a long time.

QuickFile adds a Find&Goto Folder button to the Outlook toolbar. To find a folder all I need to do is click on the button and type a few characters from anywhere in the name of the folder.

QuickFile shows me all matching folders and I double-click to go to the correct folder. Easy!

What I like:

I don’t have to remember where the folder is or it’s exact name.. or even the start of the folder name. QuickFile will do a find anywhere in your Outlook file and based on any part of the folder name
It makes answering queries that requires reference to old emails much much faster.

That covers my favourite ways in which QuickFile makes me productive.

If you’re not using QuickFile yet… you owe it to yourself to try it out. There is a fully functional 30-day trial on our website.

Learn More and Download QuickFile

Categories : Outlook Email Filing & Management Tip, Outlook Email Tips, Outlook Search Tips, QuickFile for Outlook

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Productivity with Outlook’s Favourite Folders List

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Monday, December 13th, 2010

Outlook 2003, 2007 and 2010 have a handy Favorite Folders list that can be a major productivity booster when used properly. It can even be used as a project management tool to remind you of what YOU WANT to work on.

When should you use Favorite Folders and how?

I haven’t really used Favorite Folders until recently. I use QuickFile 4Outlook to manage my emails. Dragging and dropping can be a nuisance when you have many nested folders and QuickFile lets me file both incoming and outgoing emails (Send&File in one step) at the click of a button. It also has a “Find&Goto Folders” button that lets me open any Outlook folder simply by typing a few characters from the name of the folder.

So there was little use for Favorite Folders … or so I thought. I recently updated my productivity tool set to include it. Here’s why …

What is the Favorite Folders List?

Favorite Folders provide users with quick access to mail folders that are used often. They are located at the top of the Navigation Pane on the left side of the Outlook window.

You can add any email folders that you want to this list. The folders physically still stay wherever they were but the Favorite Folders list puts them one click away, and not buried at the end of the folder list.

What Should You Use it For?

Any folders that you use often … but this is what I use it for …

I add my CURRENT PROJECT folders to the Favourite Folders list. This serves two purposes:

It provides me with quick access to a folder when I need it.
Looking at the list reminds me of what MY current projects are. This way I don’t get as distracted working on other people’s priorities because they are making the most noise (via email).

In order to keep the list effective, I maintain it by adding new folders when I start new projects and removing folders once projects are completed.

How to Add Folders to the List?

To add a folder to the Favorite Folders:

If you are using Outlook 2003/2007, right-click over the folder and click Add to Favorite Folders. You can also drag folders from the Folder list to the Favorite Folders list.

If you are using Outlook 2010, right-click over the folder and click Show in Favorites

How to Remove Folders to the List?

To remove folders from the Favorite Folders list, right-click the folder and click Remove from Favorite Folders.

Should you use Favorite Folders?

Definitely YES if you have many folders to organize your email.

For me, Favorite Folders is NOT a replacement for a tool such as QuickFile. You wouldn’t want to add too many folders to the Favorite Folders list and it isn’t going to Send&File for you.

However it is a handy (free) tool which is built right into Outlook that can greatly boost your productivity.

Categories : Outlook Performance, Outlook Search Tips, Outlook Shortcuts, Outlook as a Business Tool

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QUICK & EASY EMAIL SORTING IN OUTLOOK

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Thursday, December 2nd, 2010

Do you have folders with huge lists of emails in them? Here is a quick easy way to find particular emails by sorting your emails anyway you want.
This tip is particularly useful if (like my mum) you keep all your emails in your Inbox and Sent Items folders and you suddenly find that your emails are not being displayed in the order you are used to.

This tip is super easy… all you need to know how to do is click with the mouse.

Go to your Inbox (or any other email folder that you wish to sort). Do you see a list of column titles at the top (with labels like From, Subject, Received)

To sort by the Received date, click on the Received column title (as shown above).

You will notice a little arrow next to the Received column title in the screen above. This indicates that the email list is sorted by the Received column.

The arrow pointing downward means that the list is sort in descending order i.e. the newest emails are at the top of the list and the oldest are at the bottom (for other fields it means that it will sort from Z to A).

The arrow pointing upward means that the list is sort in ascending order i.e. the oldest emails are at the top of the list and the newest are at the bottom (for other fields it means that it will sort from A to Z).

To make a list sort by a different column, simply click on the title of the column you wish to sort by.

To change the way a list is sorted (i.e. change from ascending to descending), click on the title of the column again.

In summary… to sort, click on the column title!

If you find this post useful, please leave a comment on the blog.

Other Articles of Interest:
Color Coded Emails In Your Inbox

Categories : Outlook Email Tips, Outlook Search Tips

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Deleting Email Addresses from Outlook’s Auto Complete List

Posted by: standss | Comments (2)

Friday, November 26th, 2010

Whenever you type an email address in the To/CC/BCC field of an email, Outlook helps out by showing you a list of email addresses that match what you have typed. This can be very helpful in quickly entering a recipient’s email address. But …

People’s email addresses change or you may have stopped communicating with certain people – yet their old email addresses keep showing up in the list.

Deleting Single Entries
It’s easy to delete individual items from the list. Type a few characters in the To field to display the list. Then use the arrow keys on the keyboard to move to the old email addresses and click Delete.

Deleting the Whole List
Use with Caution because there is no way of getting the list back!
You can also completely delete the list to start from a clean slate by following the steps in this link:
http://support.microsoft.com/kb/287623/en-us

Categories : Outlook Email Tips, Outlook Performance, Outlook Search Tips, Outlook as a Business Tool, Sending emails

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Searching additional Outlook data files (PSTs, OSTs) in Outlook 2007 and Outlook 2010

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Thursday, August 5th, 2010

I’ve had several requests from readers who want to find out how they can use Outlook to search older PSTs (that are currently closed). There is good news and bad news…

BAD NEW first… Outlook can only search through a data file that has been indexed by Windows Search. The Bad News is that only files that are connected (i.e. open) in Outlook will be indexed. If you have older PSTs that you do not want connected to Outlook, then they cannot be indexed by Windows Search and therefore cannot be searched.

The GOOD NEWS… As long as you are happy to have the PST connected to Outlook then the processes is EASY!

To open an Outlook data file click File-Open-Open Outlook Data File and then use the screen to locate the Outlook data file.

The selected file will automatically be indexed (indexing takes some time). You can use the following steps to also ensure that the file is selected for indexing.

In Outlook 2010…
Click File-Options-Search.

Click the Indexing Options button and then click the Modify button.

Ensure that the data files that you want indexed are ticked.

NOTE: OSTs cannot be indexed unless you are in Cached Exchange Mode. If you have opened an OST, it will only show up in the list if it is open in Cached Exchange Mode.

In Outlook 2007

On the Tools menu, point to Instant Search, and then click Search Options.

Under Indexing, ensure that the data files that you want to include in your search are selected in the Index messages in these data files list.

Useful resources:
Instant Search is not finding items

Categories : Outlook Search Tips

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