Working Smart - 3

Search emails in Outlook 2016

Finding that elusive email from someone can become a life and death situation for us in Outlook. Multiple projects, client emails, and a swamped email box with 50+ emails received on a daily basis can be difficult to track. You know the mail was from X with an attachment but several emails over months make it impossible to zero down on the particular email especially if it was sent several months back

This version of Outlook can make your life easier if you are willing to spend some time reading this post. Follow the 9 easy steps below and you can quickly search for that elusive email

1. Open Outlook and go to your Inbox. Click your mouse on the “Search Current mailbox”.

2. The moment you click in the search bar, the cursor will start flashing in anticipation of your search

3. Your tab will change as per the screen above.4

4. Now go to the dropdown box as per the black arrow

5. The dropdown box should display all the fields you could possibly search from

6. Click on the fields you want and they will start stacking up below the search bar as you click on the fields. These will then drop down every time you put your cursor in the search bar - ready to aid you in a search.

7. Typically you would need the subject, cc, To, Attachments(Yes/No) and From.

8. You can also use Body which is quite useful when you want to search by a word in the body of the email.

9. This can be done in your “Sent” folder as well.

Work Smart and Happy Searching!

Also Read:

Working Smart - 1 Finding that Directory

Working Smart - 2 Save your files with a date

Working Smart - 2

Saving your files with a date

On an average, you would be creating and accessing at least 10-12 documents, spreadsheets etc. Soon there would be hundreds if not thousands of documents piling up in your directory with different file names. Accessing it alphabetically may be an option but prefer to name my documents with a yymmdd_filename format which lists the documents in the directory in a nice organised way starting with the most recent ones on the top.

When I create documents in such numbers, I often forget the name of the document which I have created. Sometimes, I don’t access a document for several weeks which removes it from the recent documents list of word and excel. That’s where I end up using the search function in the Windows explorer. Explorer searches all the directories and subdirectories and highlights all the filenames starting with the year and month - if you have been saving all your files starting with the yymmdd prefix.

Work Smart and share your experiences of Working smart.

Working Smart - 1 Find that Directory

Working Smart - 3 Find that email

Working Smart - 2

Saving your files with a date

On an average, you would be creating and accessing at least 10-12 documents, spreadsheets etc. Soon there would be hundreds if not thousands of documents piling up in your directory with different file names. Accessing it alphabetically may be an option but prefer to name my documents with a yymmdd_filename format which lists the documents in the directory in a nice organised way starting with the most recent ones on the top.

When I create documents in such numbers, I often forget the name of the document which I have created. Sometimes, I don’t access a document for several weeks which removes it from the recent documents list of word and excel. That’s where I end up using the search function in the Windows explorer. Explorer searches all the directories and subdirectories and highlights all the filenames starting with the year and month - if you have been saving all your files starting with the yymmdd prefix.

Work Smart and share your experiences of Working smart.

Working Smart - 1 Find that Directory

Working Smart - 3 Find that email

Working Smart - 1

Over the years as we have transitioned from a traditional workplace with physical files to the networked environment with information being stored virtually. With numerous people working on projects from multiple locations, information cannot be kept on individual machines and needs to be saved on servers. Information needs to be accessible instantly and to everyone.

Most companies have IT protocols in place instructing people of the do’s and don’ts. But rarely will you find tips about how to work smart and these posts are all about working smart and having information at your fingertips. 

Finding that directory

A large part of my work is to update the various documents, reports, and registers that need to be maintained in a Project Management environment. I prefer to use a shortcut on my desktop with the link to the directory saved and I am ready to go. 

This way, I access the correct folder every time and I do’t have to remember the long path to the directory.  which more often than not would be nested several levels below your project folder. These links can then be safely saved on your desktop. 

If you have too many links – create a word document on your desktop and use the function available in word to hyperlink to your directory/directories and you will panic less when you need that information quickly.

Work Smart and share your experiences about Working Smart

Also Read:
Working Smart - 2 Save your files with a date
Working Smart - 3 Find that email