Tag Archives: search

Searching for emails using multiple email tags

By standss - Comments ( 0 ) Thursday, September 26th, 2013

Many of our users now use Email Tags to organize their emails instead of folders. We had recently updated Email Tags with a new search screen that was much easier to use. It had removed some functionality that we thought that users did not need. We were wrong.

Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.

We are happy to announce that we have restored this functionality in Version 1.1.5017. You can download the latest version of Email Tags from our website.

Setting up Email Tags to use the Old Search Screen

You can use the settings screen to decide whether you wish to use the new style Search screen (which does not support searching by multiple tags) or the old style search screen (which supports searching by multiple tags).

The new style screen is selected by default. To change this:

  • Open Outlook
  • On the ribbon, click on the Standss Outlook Addins tab
  • In the EmailTags group, click More > Settings
  • Tick the checkbox for “Allow (old style) searching for multiple tags”
  • Click OK

Searching for emails with multiple tags

Click the Search button in the Email Tags group on the ribbon. The following Search screen will be displayed (provided you changed the settings screen)

tag and search email

  • Enter your Search terms in the Tags field (separate multiple tags with commas).
  • Click OK.

Let us know whether you prefer the old or new style search screen by leaving a comment on the blog.

More information on Email Tags

EmailTags for Outlook addin is a handy and reliable tool designed to make it easier to find emails in your Outlook Inbox. With EmailTags, you can quickly tag your emails with keywords like customer name, project name, etc and later find the emails easily by searching for one or more of this tags.

You can watch a short demo video or download a fully functional 30 day trial from our website now to see for yourself how fast and easy EmailTags really is.

Here is what one user (of the many) has to say about EmailTags:

“My InBox has never had so few emails in it because of EmailTags. It’s incredibly easy to tag emails and file them. Outlook is better organized now than it ever has been.” – Chuck Coleman

EmailTags version 1.1.5017 Released: Reintroduce Search emails with Multiple Tags

By standss - Comments ( 0 ) Thursday, September 26th, 2013

The latest version of EmailTags for Outlook is now available for download from our website. This update is free for all existing users. The updates includes a number of “new” features as well as bug fixes.

What’s New?

EmailTags Outlook addin has had a great response from users. We continuously get emails from users suggesting how we can make it even better.

One of the new features in this release is actually an old feature that we have reintroduced as a result of demand from existing users.

Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.

The full list of features/bug fixes in this version include:

  • Allow (old style) searching for multiple tags (reintroduced based on user demand)
  • Apply Windows theme on all addin screens
  • Right-click on an email to Tag IT now available in Outlook 2013
  • Bug fix: In Outlook 2007, if you select a meeting request, error message comes-up
  • Added OutlookVersionCheck in the deployment MSI so that a prompt comes up if the wrong version of MSI is being installed based on the Outlook version (32 bit or 64 bit).

You can download the latest version now from our website.

New to EmailTags: Watch a short demo video on our website or you can also download a fully functional 30 day trial version of EmailTags.

Thanks to everyone who have written to us and if you have any comments, ideas, suggestions for EmailTags, feel free to write to us. We really value your feedbacks and try to make our outlook addins work the way you want.

Myth: Sorting and Organizing emails makes us more productive

By standss - Comments ( 1 ) Thursday, September 19th, 2013

A recent study by the University of California found that email technologies are now so good that filing emails into folders may actually make them harder to find! It also wastes more of your time both filing and finding emails.

I moved my own email organization system to a non-folder based system some time ago. I was a little apprehensive when I first made the move but the results have been well worth it.

How/why do I use an Archive folder?

Although I don’t use project/client based folders for emails anymore, I don’t use my Inbox to hold everything. Instead I have created an Archive folder inside Outlook.

Once I have finished with an email, I either DELETE it or ARCHIVE it. This way my Inbox only contains emails that I still need to work on.

You can Archive your email simply by dragging and dropping it into the Archive folder.

You can also use the categories feature of Outlook to tag your emails with keywords (project names, client names etc) so that they are easier to find.

A large part of my day is spent in Outlook and I use Email Tags for Outlook to automate the archiving and finding process.

Finding Emails in the Archive folder

In the “old” days, folders were used so that we could find emails later. Under this new system, all your old emails are in the one Archive folder.

I find that Outlook’s own built-in Search is now good enough to quickly find emails for me. You can go to the Archive folder and use Outlook’s Search box.

Outlook Archive folder

You will see in the image above that I have also added the Archive folder to Favorites (inside Outlook) to make it even easier for me to jump to that folder when I want to.

As mentioned earlier, I also use Email Tags for Outlook to tag my emails with Project Names etc. Email Tags also has a special search function which makes my emails even more findable( and groupable… I can see all emails in a project as if they were in a folder… without the effort and time of filing in folders)

All you need is Outlook… but Email Tags can save you a lot of time

The archiving system described above works with nothing but what comes built into Outlook. However if you spend a lot of time writing and responding to emails, Email Tags will pay for itself in a few days.

Here’s what one customer said…

” … One of the most useful software applications we own … No more lost e-mails, no more trying to figure out which folder I put it in, no time wasted searching for an e-mail.”
– Justin Henderson

You can go here to Download a Fully Functional Trial of Email Tags or View a Short Demo Video.

Myth #6: Sorting and Organizing Is the Solution to Email Overload

By standss - Comments ( 0 ) Tuesday, December 11th, 2012

I read a great article on Life Hacker recently titled Seven Productivity Myths, Debunked by Science (and Common Sense). Myth #6 (Sorting and Organization is the solution to Email Overload) will be of interest to Outlook users.

We all suffer from too much email… and most have tried various ways of trying to organize our emails… usually by organizing them into folders.
But here is something interesting from the LifeHacker article…

One University of California Santa Cruz study (commissioned by IBM) concluded that email technologies have gotten to the point where filing messages may actually make them harder to find, and more importantly, wastes your precious time

The study noted that it was simply more efficient to search when a message was needed than it is to scroll through folders, and then scroll through messages in a folder.

Our own survey from our 30,000+ readers seemed to indicate the same. Some of our own findings were:

  • Maintaining a folder based email management system took too much time (and discipline)
  • As a result it was too easy to procrastinate… and end up with emails everywhere.
  • Many users are now using Outlook Search (or other search tools) to find emails. This was true even for users who were filing their emails in folders.

Read the rest of Life Hacker article for more information and for other non-email productivity tips as well.

Back to email… while we agree that Search is the way of the future, folders do provide some benefits that Search does not.

That is why we created Email Tags. Now Outlook users can get the benefits of both Search and Folders without actually having to use folders.

Email Tags works inside Outlook and allows you to get more control over your emails WITHOUT requiring that you change the way you currently work.

You can see how easy Email Tags for Outlook is by using the fully functional trial version or watching the short video on our website.

Do you still organize emails using folders?
Do you use Tags?

Tell us what works for you by leaving a comment on the blog

Better Search with Microsoft Outlook

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.

Instant Search in Outlook

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.

X button to clear search

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)

Outlook Search Tools ribbon

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.

Refined Search options

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 Comments ( 3 )

Email Overwhelm: Filing and Finding Emails almost Automatically.

By standss - Comments ( 1 ) 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

QUICK & EASY EMAIL SORTING IN OUTLOOK

By standss - Comments ( 0 ) 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)

Column Titles

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 Comments ( 0 )

Human-Friendly Power Searches in Outlook 2007/2010

By standss - Comments ( 0 ) Tuesday, November 30th, 2010

Did you know that Outlook let’s you refine your searches using human friendly English words. The following examples will get you started…

If I want to find all emails that were sent by James Raman, I just need to type the following into the Search Box…
From: James Raman

Search in Outlook

If I want to find all emails with the word Rugby anywhere in the subject, I just have to type the following in the Search Box…
Subject: Rugby

If I want to find all emails with the word Rugby in the Subject that were sent by James Raman, I just have to type the following in the Search Box…
From: James Raman and Subject:Rugby

I can even refine this further to something like…
From: James Raman and Subject:Rugby and To:Sanjay

Other tags that you can use include BCC and CC.

This simple technique has greatly reduced the time it takes me to find emails. I hope you find it useful.

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

Related Tips:
Fixing Search Problems in Outlook 2007/2010

Categories : Outlook Email Tips, Outlook Search Tips Comments ( 0 )

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

By standss - Comments ( 2 ) 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 Comments ( 2 )

Make Outlook 2007/2010/2013 search ALL folders instead of just the current folder

By standss - Comments ( 10 ) Monday, July 26th, 2010

Search in Outlook 2007, 2010 and 2013 is awesome. Depending on the way you work, this little tweak will save you a little time every time you need to do a search for emails.

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.

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

In Outlook 2010/2013, click File-Options and then click the Search tab to display Search Options.

Click All folders and then click OK

In Outlook 2007, click Tools-Options and then click the Search Options button on the Preferences tab to display the Search Options box.

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.

Related Links:
Fixing Search Problems in Outlook 2007 and Outlook 2010

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Categories : Outlook Email Tips Comments ( 10 )