Find all the related email you need with one quick and easy shortcut

 

by Margaret Kavanagh

Application: Microsoft Outlook 2000/2002/2003/2016

Operating System: Microsoft Windows

Even if you’ve tried to keep up with organizing your email in Outlook, you’re bound to lose an email or two along the way. By using a few right-click tricks, you can find exactly the email you’re looking for, whether you’re in a hurry or have time to spare.

To quickly find the messages you need, we’ll:

  • Introduce you to the Find All feature so you can immediately locate messages from a particular sender.
  • Reveal how to tweak the feature to look in more folders than the function searches by default.
  • Show you how to use another Find All feature to collect all messages in an email conversation.

You’ve heard it before: Take time to organize your email so you can easily find the messages you need. Realistically, you can’t always manage this. And, even if you do, you may misfile email or forget where you stored it in the first place. Luckily, Outlook accepts this fact and incorporates a few shortcuts to help make your search quick and fruitful.

Find all messages from an individual

You know your boss sent you an email about the latest report updates, but for the life of you, you can’t find it. If, however, you can find at least one email from your boss, you can easily find all email from your boss with just a few clicks.

To find all messages by sender:

  1. Locate an email from your desired sender—Julie Duncan, in our example—and right-click on it.
  2. Select Find All from the menu that appears (Find Related in Outlook 2016).
  3. Select Messages From Sender, as shown in Figure A.

The Advanced Find Dialog box appears with email from the desired sender, as shown in Figure B. (In 2016, you’ll see the Search Tools contextual tab.)

IME18403a

A:

The Messages From Sender option locates all email from the currently selected sender.

IME18403b

B:

The default Find All commands search for email in specific preset folders.

When you examine the mail folders listed in the In Folder column in the search results window, you can see that the Find All Messages By Sender function searches only a few folders, represented by the folders listed in the In field, as shown in Figure B. With a few more clicks, you can repeat your search in all your mail folders.

Note: The folders Outlook initially searches depends on where you start your search. If you right-click on a message in the Inbox, the Find All function searches the Inbox, Drafts, and Sent Items folders. If, however, you right-click on a message in another folder, Outlook searches the aforementioned folders in addition to your current folder.

To use find all messages by sender in additional mail folders:

  1. Perform the search using Find All, as described earlier.
  2. In the Advanced Find window, click the Browse button.
  3. In the Select Folder(s) dialog box, select the folders you’d like [...]
 
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