Outlook is a popular email client and cloud-based email service provider. It provides a user-friendly interface, features, and customizations. However, if you have emails in lakhs then managing emails and opening a specific email may take time. Although, Outlook has provided a search feature for searching emails. But very less people know how to search an email in Outlook efficiently.
I have to deal with thousands of emails daily and my mailbox contains something about 1 million emails how do I filter out important emails and specific emails? Is there any method for efficient search?
— Valeria
What is the Search Feature In Outlook?
The search feature helps users to find a specific mail from the sender or receiver, by date, and by word. Using this feature in Outlook You can filter out the important emails, and files. It also helps to find attachments.
Steps For a Simple search without filters
Step 1. Go to Outlook and find the search bar in the top section.
Step 2. Enter words or the subject of the email.
Step 3. Check the search result where you can find the email.
Let’s talk about search filters available to understand how to search an email efficiently.
Search Filters Available in Outlook
- Search in – This search filter helps to filter emails from folders like All folders, inbox, sent, draft, archive, deleted email, junk email, and conversation history.
- From – This filter helps to search emails by sender name and email address.
- To – This filter helps to search emails by receiver name and email address.
- Cc – This filter helps search emails by Cc names and email addresses.
- Subject – This filter helps you to search emails by subject title
- Keyword – This filter helps to find emails by words in the email body
- Date Range – This filter helps to filter emails of a particular date or Date range
- Read status – This filter helps to filter emails based on read status, read or not.
- Attachments – This filter helps to find emails with attachments.
How to Search an Email in Outlook – Efficient Methods
There are different methods for different searches you can search for a contact, email, and favorite contact.
Search Using Search Filters
Using filters is the best way to search emails here are steps through which you can also search emails using filters.
Step 1. Click on the search bar and in the search bar click on the filter button.
Step 2. Select a search filter or folder in which you want to search.
Step 3. Check attachments if you’re going to get emails with attachments.
Step 4. Click on Search.
Woohoo! you have successfully learned how to search for an email in Outlook. if you don’t know how to recover deleted Outlook emails you can learn by clicking on the link.
Search Emails By Using Advanced Querry Search (AQS)
Advanced Query Search (AQS) can enhance your email search results. many professionals are using advanced query searches to get accurate and refined results.
Step 1. Go to the search box and type the AQS keywords for your search.
Step 2. Click on search.
AQS KEYWORDS
| Keyword | Definition | AQS Keyword Example |
| From | Searches in From field | From:Example@domain.com |
| To | Search for To filed | To:Example1@domain.com |
| Cc | Search for the Cc field | Cc:Example2@domain.com |
| Bcc | Searches in BCC filed | Bcc:Example3@domain.com |
| Body | Searches for word in Body Or content | Body: keyword |
| Participants | Searches in To, From, Cc, and Bcc fields | Participants:Example@domain.com |
| Subject | Searches for subject filed | Subject: Title |
| Sent | Searches for the sent email for a particular date you can select a date range by applying (..) after the starting date.
Note: date format should be in MM/DD/YYYY |
Sent:05/10/2024
Or Sent:05/10/2024..05/14/2024 |
| Received | Searches are the same as the sent but in the inbox filed for a particular date or range | Received:05/10/2024
Received:05/10/2024..05/15/2024 |
| Category | Searches for the category filed | Categories: Receipts |
Woohoo! You have successfully learned how to search an email in Outlook efficiently.
User Query-Related Problem in Searches While Mailbox is Full
How can I search efficiently if my mailbox is full and showing unnecessary files? Is there any way to tackle this situation?
—Jimmy Thomson
Sure! We understand the limited capacity of the mailbox and due to the large numbers. of emails, one can face the situation of problems in search. Maybe you have many emails for the same keyword, and the same sender on the same date. However, some emails can be important and some are unnecessary.
In this situation, we suggest you export your mailbox data or old emails to your local device which can help to empty mailbox storage and make searches easier for new emails. Many professionals recommend Office 365 Export Software this software helps you to export your mailbox data to your local device easily. This automated software lets you store Outlook data in PST directly.
Conclusion
In conclusion, we have mentioned all the necessary steps that are required to solve the user query regarding how to search an email in Outlook efficiently. However, we have discussed different step-wise methods required to solve this problem. Additionally, we have mentioned a time-savior software through which users can solve queries regarding problems in searching