Tuesday's Tip #6 - Outlook: A New Kind of Folder

Search Folders in Outlook

Have you ever used a Search Folder in Outlook? Maybe you haven't even heard of a search folder?

What's a Search Folder?

A search folder has been a round for a few version of Outlook but the idea is to essentially create a saved search. It's a search folder, because it saves all your search results and basically combs your mailbox (all folders, inbox, sent items etc) to find messages that meet the search criteria you defined.

Why Should you Use a Search Folder?

Why should you care? Because this is an AWESOME, new way to "file" your messages. I say "file" in quotes because the best part about it is - you don't have to file messages between hundreds of folders, instead you use the "5 Folder" concept we discussed last week. If you didn't see that tip - check it out: Using ONLY 5 Folder in Outlook

So the cool part is you use the De-Cluttering method we discussed using the 4 D's. So when you file you don't need to scroll through hundreds of folders, instead you pick between the couple of folders you have - Reference, Management, Personal. The rest is automatic. The great part - whether your message is in the sent items, inbox, or a folder - it will still show up in the Search folder.

The other great thing - you can have a single message show up in multiple search folders. For example I might have a search folder for all messages from Sarah and another folder that has all messages with the project XYZ in it. If my message from sarah also meets the search criteria for project xyz, it will show up in both places.

Creating a Search Folder - It's SO Easy

If you've done a search, you can create a search folder. It's a simple as thinking of the criteria you want in the folder.

1. Expand your mailbox so you can see your folders and right click on Search Folder and select New Search Folder.
   
2. In the dialog box, select one of the existing search folders or create your own and pick the mailbox (if you have multiple). I usually start with mail to and from specific people.
   
   
   
3. When you click Choose... you can either pick the addresses from your GAS (global address list), your contacts or type them in manually. Then click OK.
   
   
   
4. Once the Search Folder is created - it may take a few minutes depending on the size of your mailbox to populate all the messages that meet the criteria.
   

Adding Search Folders to Favorites

I like to add the search folders I use on a regular basis to my Favorites so I can easily find them and find the messages I'm looking for.

1. Right click on one of your Search Folders and select Add to Favorites.
   
2. See the Search folder appear in your favorites pane.

Challenge  - Create a search folder and add it to your favorites and see how you think it works. If you REALLY want to go all out - create a few of them and replace some of your other folders.