1. ® ®
Microsoft Outlook 2010 Training
Organizing and Locating
Messages
NaveenKumar Namachivayam
Founder - testTalk Academy
http://naveenkumarn.in

2. Course contents
• Create Search Folders
• Use Multiple Criteria to Sort Messages
• Use Multiple Criteria to Find Messages
• Filter Messages
• Arrange Inbox Columns
• Summary

3. Create Search Folders
• A Search Folder is a virtual folder that provides a view of all email items that match
specific search criteria. For example, the Unread Mail Search Folder enables you to
view all unread messages in one folder, even though the messages might be saved
in different folders.
• In Mail, on the Folder tab, in the New group, click New Search Folder.
• Keyboard shortcut To create a Search Folder, click CTRL+SHIFT+P.
• From the Select a Search Folder list, click the Search Folder you want to add.
• If prompted, under Customize Search Folder, specify the search criteria to use.
• To select a different mailbox to search, under Customize Search Folder, click the
arrow at the Search mail in box, and then select the mailbox from the list.

4. Use Multiple Criteria to Sort
•
Messages
Click the column heading of your first sorting criterion.
• Hold down the SHIFT key and click the column heading of your next sorting criterion.
• You can continue to sort by additional columns, with each additional criterion sorting within
the earlier criterion.

5. Use Multiple Criteria to Find
•
Messages
You can narrow your search by adding criteria. When you click or type in the Instant Search
box, the Search Tools tab is created. In the Refine group, a number of criteria options help to
make the search more specific.

6. Filter Messages
• To find a message based on criteria, such as messages that have attachments, the Filter E-
mail command provides fast access to the most frequently used Instant Searches.
• When you use a filter, the same Search Tools tab appears on the ribbon as when you click in
the Instant Search box.
• On the Home tab, in the Find group, click Filter E-mail.
• To clear the search results and view all items in the selected mail folder, do one of the
following:
• Next to the Instant Search box, click
• On the Search tab, in the Close group, click Close Search.

7. Arrange Inbox Columns
• You can add or remove columns in list views, such as the Inbox and other Mail
folders, contact lists, or task lists.
• On the View tab, in the Current View group, click View Settings.
• In the Advanced View Settings dialog box, click Columns.

8. Arrange Inbox Columns
• In the Show Columns dialog box, in the Available columns list, click a column name, and
then click Add.
• If the column that you want is not in the Available columns list, click the Select available
columns from box to see additional sets of columns.
• To create a custom column, click New Column, enter a Name for the column, and then click
the Type and Format of information that you want the column to display.
• To remove a column, in the Show these columns in this order list, click a column name, and
then click Remove.

9. Summary
•Create Search Folders
•Use Multiple Criteria to Sort Messages
•Use Multiple Criteria to Find Messages
•Filter Messages
•Arrange Inbox Columns