Tag Archives: Outlook 2010

How to use Outlook Search Folders to never miss an Important Email from your Boss/Client

By standss - Comments ( 0 ) Thursday, May 9th, 2013

How many times have you not responded to an email from your Boss or an important client because the email got buried under other 100’s of emails in your Inbox?

You can easily solve this by using a feature built directly inside Outlook called Search folders.

For those who do not know what a search folder is, it is like a virtual folder in Outlook which you can use to view all emails that match a particular criteria for example:

  1. All unread emails2
  2. Mail from and to specific people
  3. Mail from specific people
  4. etc

In this post we will show you how to create a search folder for emails received from a specific person like your Boss/Client.

Follow the steps below to create the search folder: (Instructions below are only for Outlook 2010/2013)

  • Open Outlook
  • Click the Folder tab on the ribbon > click New Search folder. The following screen will be displayed:

outlook new search folder

  • Select the option “Mail from specific people
  • Click the Choose button > select the contact and click OK
  • Choose the mailbox in which you receive your email
  • Click OK

This will now create the new search folder with emails from the specific contact that you selected.

To easily access the search folder, you can also add it to your favorites list, simply:

  • Click on the new search folder which you created
  • Click the Folder tab on the ribbon > click Show in Favorites

This will now show the search folder on the top left corner with your other favorites list.

I hope you find this tip useful.

If you have other ways of filtering your important emails, let us know by leaving a comment below.

Related Post

Outlook Email Alert for Important Emails Only!!!

Changing where Outlook Searches Emails by Default

By standss - Comments ( 3 ) Wednesday, May 1st, 2013

Last week we had some tips on searching Outlook emails. Here’s how you can tweak things further by controlling where Outlook searches by default.

Outlook 2013/2016
Type anything in the Search Box and Outlook will search the current folder except if you’re in the Inbox. If you’re in the Inbox, Outlook searches all folders in the current mail box.

Since I have started using Email Tags, I now organize my emails by Tags instead of folders. As a result I prefer for my Searches to be in ALL MAILBOXES and not just the current mail box. Here’s how you can change the setting in Outlook 2013 to search All Mailboxes.

  • Open Outlook
  • Click File > Options
  • Click the Search tab to display Search Options.

Outlook Search Options

  • Select All Mailboxes and click OK

Now when you do a search, Outlook will search in all mailboxes by default.

In Outlook 2010/2007, there is not an option to search all Mailbox but you can search all “All folders” by default.

Here’s a quick setting changing that will force Outlook to search all mail items by default.

In Outlook 2010:

  • Click File > Options
  • Click the Search tab to display Search Options.

search all folders outlook 2010

  • Click All folders and then click OK

In Outlook 2007:

  • Click Tools > Options
  • Click the Search Options button on the Preferences tab to display the Search Options box.

search all folders outlook 2007

  • Click All folders and then click OK.

It’s a small tweak but it could save you a lot of clicks.

Do you have any other Search tricks that you find useful. Share it with other readers by leaving a comment on the blog.

Mark Outlook Emails READ only after you ACTUALLY Read them

By standss - Comments ( 0 ) Friday, April 26th, 2013

Every morning, the first thing we normally do is download all our received emails in Outlook and quickly look through all emails to see which ones need our immediate attention and which ones can be dealt with later BUT…

As you are clicking through your emails, Outlook is marking them as READ, which means they will no longer appear BOLD for you to clearly identify which ones are still left to be ACTUALLY READ or dealt with.

Here is a simple setting in Outlook which lets you set a minimum time that you need to be on an email before it is marked as read (I have set mine to 5 second):

For Outlook 2013/2010:

  • Click on File > Options
  • Click on Mail from the left side column
  • Click on the Reading Pane button on the right
  • On the Reading Pane dailog box, tick the checkbox for “Mark items as read when viewed in the Reading Pane
  • Enter a time in the box beside “Wait XX seconds before marking item as read”
  • Click OK and than OK again

For Outlook 2007/2003:

  • Click Tools on the menu > Options…
  • Click the Other tab
  • Click on the Reading Pane… button
  • On the Reading Pane dailog box, tick the checkbox for “Mark items as read when viewed in the Reading Pane“
  • Enter a time in the box beside “Wait XX seconds before marking item as read”
  • Click OK and than OK again

I hope you find this simple tip useful.

If you have your own tips for better managing emails and your time in Outlook, share it with our readers by leaving a comment on this blog.

Easy Email Search Tricks in Outlook

By standss - Comments ( 2 ) Tuesday, April 23rd, 2013

In the old days, finding an Outlook email meant wading through folders and manually searching for the correct email. Finding emails now is EASY particularly if you know some tricks to help you get more accurate search results. Here are a few of my favourites.


To look for words anywhere in your email (or contacts, calendar or task lists), simply click in the search box at the top of your emails and type the words that you are looking for.

outlook search tips

In Outlook 2013, you can also change where the Search is done (current folder, current mailbox, all mailboxes etc) directly from the same screen.

In earlier versions of Outlook, the Search is done on the current folder but you can click the hyperlink at the bottom of the search results to search all folders.


The following are some of the tricks that I use to get much better search results.

From: This makes it easy to find emails from a particular person. For example if I want emails from John than I type From:John in the Search box.

To: If I am searching for an email that I sent to someone (say John), I type To:John

CC: In order to find an email that you CCed to someone (say John), type CC:John

OR: Maybe I sent the email to John or maybe I CCed it to him. In this case I can use the OR keyword (OR must be in capital letters). I can type To:John OR CC:John

AND: What if I want to find all emails that I have sent to James and John. I can type To:John AND To: James. The AND has to be in capital letters. This will return all emails that have both John and James in the To field.

I can also use AND to find all emails to James that have the word golf in them by typing TO:James AND Golf.

Exact Phrases: This comes in use where you want to search for words in particular. I may know too many Johns. When I want to find emails from John Smith with the phrase Microsoft Outlook in them. I can type From:”John Smith” AND “Microsoft Outlook”

These tricks have made it much easier for me to find emails. I hope that you find them useful too.

If you have tips of your own, please share it with other readers by leaving a comment on the blog.

Auto Highlight Important Emails in Outlook

By standss - Comments ( 0 ) Friday, April 5th, 2013

Outlook has an in-built feature which automatically highlights by color coding emails so that you remain focused and easily identify important emails from the hundreds of emails you receive every day.

How is this useful?

If you subscribe to several newsletters/mailing list (like me), you are likely to receive hundreds of emails per day.

More often the emails received or topics discussed will be of little interest to you.

So how do you identify emails which are of interest to you WITHOUT opening the email?

For me, I’m only interested in emails that have the word Outlook in them.

I’ve setup Outlook so that it automatically highlights (Red Bold) any email with the word Outlook in it.

This way you don’t have to waste time scanning through hundreds of emails.

Here’s how to auto-highlight important emails in Outlook:

  1. Go to the Folder in which the emails are. This can be the Inbox or any other folder.
  2. In Outlook 2013/2010, Click View on the Ribbon and then click View Settings.
    On all other versions of Outlook, on the menu at the top, Click View > Current View > Customize Current View to display the Customize View screen.
  3. In Outlook 2013/2010, Click Conditional Formatting… button
    In other versions of Outlook, Click the Automatic Formatting… button.

    automatic formatting outlook

  4. Click the Add Button
  5. Enter a name e.g. “Colour Code Outlook Emails”
  6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Red and Bold). Click OK to return to the previous screen.
  7. Click the Condition button to display the Filter screen and enter your criteria and click OK.

    utlook filter

    In my case I chose;
    Search for the word(s): Outlook
    In: Subject and message body

  8. Click OK 3 times to return to your Folder.

Your Emails are Now Color Coded

Any emails in the folder that meet the criteria you specified will automatically be highlighted. Any new emails will also be highlighted.

You can use this technique whenever you need to highlight an email e.g. highlight all emails from your most important client.

I hope you find this tip useful.

Do you know of other methods to highlight important emails in Outlook?

Share it with our readers by leaving a comment on this blog.

Searching for Words inside Attachments from Outlook

By standss - Comments ( 3 ) Wednesday, March 20th, 2013

Trying to find a document that you emailed to or received from someone. Here is a quick tip on how you can use Outlook Search to find attachments with particular words in them.

The Search feature is pretty good and is able to find words in most common documents including Word documents, Excel spreadsheets and PDF’s.

Here are two ways of searching attachments from inside Outlook.

outlook search box

  • Click on the Search box and type attachment:word.

For example:

  • attachment:Sanjay will find all attachments with the word Sanjay in them.
  • attachment:”Sanjay Singh” will find all attachments with the words Sanjay and Singh together in them.

You can also use the buttons on the ribbon to achieve the same search without having to type the word attachment if you want.

  • Click on the Search box. The Ribbon will automatically display the Search tab.
  • Click More and then Attachment Contains.
  • Type your search term in the space.


  • Sanjay: Will return any document with the word Sanjay
  • Sanjay Singh: Will return any documents with the words Sanjay or Singh
  • “Sanjay Singh”: Will return document that contain the two words in that particular order.

Do you have any Search tips of your own? Let us know by leaving a comment on the blog.

Find Emails by Conversation in Outlook

By standss - Comments ( 0 ) Wednesday, November 21st, 2012

When you are working on projects, supporting a customer or trying to close a sale, you are likely to exchange several emails overtime.

So when you need to refer to one of the older emails for additional information, how do you find the email?

You could use Outlook search but the results might give you TOO MANY or TOO FEW emails if you don’t use the right keyword.

In this post we will show you how to group your emails by Conversation so that all you get are emails related to the conversation.

To find related emails:

In Outlook 2010:

  • Open Outlook
  • In your Inbox (or any folder), right-click on a recent email related to the conversation
  • Click Find Related > Messages in this Conversation

Outlook will now search all folders and find all emails (sent or received) related to that conversation.

In Outlook 2007/2003:

  • Open Outlook
  • In your Inbox (or any folder), right-click on a recent email related to the conversation
  • Click Find All > Related Messages… this will pop-up a screen as shown below

outlook find emails

All related emails will be grouped and you can double-click to open any email. (as shown above).

This built-in search features are handy but limited as you can only group emails by conversation or sender.

Our outlook addin EmailTags gives you the flexibility to easily group/find your emails by project name, job number, customer or anything else… all at the same time.

Try the fully functional 30 day trial to see for yourself.

I hope you find this tip useful.

Do you have your own methods for grouping/finding emails?

Let us know by leaving a comment below.


By standss - Comments ( 4 ) Friday, November 16th, 2012

This is the first blog post in a series that highlights lessons we learnt from interviewing customers before and after launching Email Tags recently.

This lesson took us by surprise!

We’ve always focused our products (and related websites) on helping customers file their emails better.  But when we spoke to customers, it was clear that there was a shift away from filing emails to searching for emails.

Filing emails was the old way of making them findable. The new way for most users is Outlook Search.

This was true even for Outlook users who had good filing systems in place already.

Nobody wanted to go into folders and look through emails manually. Instead they were using Outlook’s built in Search tools to help locate emails quickly.
Users of Outlook Search however identified the following 3 problems:

  1. Search sometimes returns too few emails i.e. important emails may not be found if they don’t have the necessary keywords in them.
  2. Search sometimes returns too many emails… there may be other emails with the same keywords too.
  3. Unless you have your emails filed in separate folders, it is difficult to see a group of RELATED emails easily

Filing emails in folders could be a solution for some but for most people it no longer is an effective solution. It takes too much effort to maintain a folder based email filing finding system.

We created Email Tags for Outlook as a solution that builds on Outlook Search and provides all the benefits of folders and search.

We launched it and then interviewed users and found out… that you liked it… BUT… YOU HAD FANTASTIC IDEAS TO MAKE OUTLOOK THE IDEAL EMAIL FINDING TOOL!

We’re working on your ideas and will release something next week.

In the meantime you may want to look at the following links:

Email Tags for Outlook

Fixing Search Problems In Outlook 2007 and Outlook 2010

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

Search Additional Outlook data files (PSTs, OSTs) in Outlook 2007 and Outlook 2010

Outlook Ribbon Tip: Moving Ribbon Groups for Easy Access

By standss - Comments ( 0 ) Wednesday, October 31st, 2012

Here is a tip for customizing the Outlook Ribbon. This example is for Email Tags for Outlook but applies generally even if you are not using Email Tags.

A reader asked: I use Email Tags for Outlook for virtually all my emails and I want to move it to a more prominent place on the Ribbon. Can I move the Email Tags buttons so that they appear directly beside the Respond group of buttons?

The answer is Yes, you can move any group on the ribbon left or right to a location that is more convenient for you to access.

Here are the step-by-step instructions on moving ribbon groups:

Note: The instructions in this post are for Outlook 2010.

  • Open Outlook
  • Click File > Options > Customize Ribbon. The following screen will be displayed

Outlook ribbon customization options

  • Select the group from the list that you wish to move, For example I have selected EmailTags in the above screenshot.
  • To move the group up or down, click on the arrow buttons on the right-side of the screen
  • Once you have moved the group to the correct position, click OK

The group you changed should now be positioned in the location you had set. In our example, we wanted to move the EmailTags group beside the Respond group which is shown in the screenshot below.

emailtags on ribbon

Hope you find this tip useful in organizing your ribbon better.

For those of you who are not aware of EmailTags for Outlook, this is a new outlook addin we have launched a few days back. With this addin you can:

  1. Organize your Incoming and outgoing emails
  2. Easily find your new or older emails for reference or decision making
  3. Make Outlook Search work much better so that emails are easier to find
  4. Make Outlook Search work better so that you can see all emails for a project, customer, topic etc without having to manually sort through a list of emails

Download a fully functional 30 day trial of EmailTags and test drive it for yourself to see just how simple and easy it is to use.

Till next time have a better Outlook.

Track Progress of Tasks Assigned to others inside Outlook

By standss - Comments ( 1 ) Wednesday, September 12th, 2012

It can be difficult to keep track of tasks and projects when different people work on different tasks… but it is possible using Outlook (you don’t need any complex Project Management software).

In this post, I will show you how you can use Outlook’s own built in features to assign/delegate tasks to others in the team as well as keep track of their progress right INSIDE Outlook.

Read on to learn how to assign/delegate Tasks to others and keep track of their Task’s progress:

  • In Outlook 2010, click the Home tab > New Items > Tasks
    In Outlook 2007/2003, click File > New > Task
  • Click Assign Task on the ribbon/menu

Assign Task in Outlook

  • In the To: field, enter the email address of the person the task will be assigned to. Complete the task form filling in the other required details
  • Ensure that the 2 options “Keep an updated copy of this task on my task list” and “Send me a status report when this task is complete” are both ticked.
  • In the body of the Task, you can add information about the Project, the Task, instructions for the person who this is assigned to etc.
  • Click Send

This will now create a new Task in your Task folder and send an Invite to the Assignee to accept. Once the Task is accepted, it creates an entry in their Tasks.

You will now be able to keep track of the task assigned to others as it progresses right inside your Outlook from your desktop at any time you want.

If project management is a big part of your work, then you may also want to look at Smart Schedules for Outlook.

Do you have your own simple, easy methods of managing projects using Outlook?

Share it with our readers and us by leaving a comment below.