Thursday, March 08, 2007
Tuesday, March 06, 2007
Instant Search helps you to quickly find items in Microsoft Office Outlook 2007. The Instant Search pane is always available in Mail, Calendar, Contacts, Tasks, Notes, Folder List, and Journal. This article focuses on finding messages in Mail. However, you can use the same search techniques to find any Outlook item.
Enable or disable the Instant Search feature
Enable Instant Search
Instant Search requires certain Microsoft Windows search components in order to function. When you start Office Outlook 2007, if you don't already have the Windows Desktop Search component installed on your computer, a dialog box will display prompting you to download the software. If you download the software, you must restart Outlook in order for Instant Search to function.
Note Windows Vista includes Windows Desktop Search, so if you are using Office Outlook 2007 on a computer that runs Windows Vista, Instant Search is enabled automatically and there are no prompts.
If you don't enable Instant Search, you can still search but search performance and functionality will be limited. Click here to enable Instant Search displays below the Instant Search box in case you want to enable Instant Search later.
Disable Instant Search
To not get prompted to download the Windows Desktop Search component, do the following:
- On the Tools menu, click Options.
- Click Other, and then click Advanced Options.
- Under General settings, clear the Show prompts to enable Instant Search check box.
Note This check box does not appear if your computer runs Windows Vista or if your computer runs Microsoft Windows XP and you have already installed the Windows Desktop Search component.
To disable Instant Search if the Windows Desktop Search components are already installed on your computer, clear the check boxes under Index messages in these data files in the Search Options dialog box. For more information, see Change the Instant Search options. Clearing the check boxes disables search functionality, but does not remove the Instant Search pane.
Important Disabling Instant Search prevents you from using the Windows Desktop Search query syntax. You can, however, use Advanced Find as in earlier versions of Outlook. To use Advanced Find, on the Tools menu, point to Instant Search, and then click Advanced Find, or just press CTRL+SHIFT+F.
Find a message
To find a message, do the following:
- In Mail, select the folder that you want to search in.
- In the Instant Search box, type your search text.
- Messages that contain the text that you typed are displayed in the Instant Search Results pane with the search text highlighted.
Note By default, it is not necessary to click the Search button to start the search. The Search button is enabled only if you have cleared the Display search results as I type when possible check box in the Search Options dialog box. For details, see the last section in this article called Change the Instant Search options.
- To narrow your search, type more characters.
- Messages that contain the text that you typed are displayed in the Instant Search Results pane with the search text highlighted.
- To widen your search to include all folders in Mail, at the end of the search results, click Try searching again in All Mail Items.
Alternatively, in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.) under Mail Folders, click All Mail Items or press CTRL+ALT+A.Click the folder to search in.Type your search text in the Instant Search box.Messages that contain the text that you type appear in the results with search text highlighted.Click to clear the Instant Search box and start a new search.Click to widen your search to all folders in Mail.
For examples of how to find exactly what you are looking for, see the section Tips for narrowing your search using search query syntax in this article.
- To return the insertion point to the Instant Search box, press CTRL+E.
- After you’ve performed a search and then located your mail in the results list, you can clear the search and Outlook will keep you on the last item you selected.
- Attachments are searched but search results from attachments are not highlighted.
Add more search criteria
You can make your search more focused by adding criteria as follows:
- In the Instant Search pane, click the Expand the Query Builder arrow.
- To add more search criteria, type your search text in the From, Body, Subject, or To lines.
- To display more search fields in the Query Builder, click Add Criteria, and then select the search fields you want from the list.
- Enter your search criteria in the new search fields.
- View the search results in the list below the Instant Search pane.
Tip You can also delete search fields in the Query Builder by clicking Remove in the list of search fields.
Notice that as you enter criteria for the search fields, the Instant Search box displays your criteria as search query syntax. The syntax includes the search criteria followed by a colon, and then the criteria value that you entered, as shown in the illustration below. As you become more familiar with the search query syntax, you can type your query in the Instant Search box instead of using the search fields.
- Search fields that you add are specific to where you are within Outlook, such as Mail, Calendar, Contacts, Tasks, Notes, Folder List, or Journal. The search fields are also specific to the Outlook e-mail profile (Outlook e-mail profile: A profile is what Outlook uses to remember the e-mail accounts and the settings that tell Outlook where your e-mail is stored.) that you are currently using. The search fields persist after you exit and restart Outlook. The search query does not persist.
Tips for narrowing your search using search query syntax
The following table shows examples of searches you might find useful. The search query syntax, available when the Instant Search feature is enabled, follows this basic form: keyword:your search criteria value.
For example, from:bobby
You can also use logical operators AND, NOT, OR, <, >, =, and so forth to refine your search, and these are noted in the table. Logical operators must be typed in uppercase letters.
Note The search query syntax is created automatically and displayed in the Instant Search box when you use the Query Builder described in the previous section.
|Type this||To find this|
|bobby||Items containing bobby, BOBBY, BoBby, or any other combination of uppercase and lowercase letters. Instant Search is not case sensitive.|
|bobby moore||Items containing both bobby and moore, but not necessarily in that order.|
|bobby AND moore||Items containing both bobby and moore, but not necessarily in that order. Note that logical operators such as AND, NOT, and OR must be in uppercase letters.|
|bobby NOT moore||Items containing bobby, but not moore.|
|bobby OR moore||Items containing bobby, moore, or both.|
|"bobby moore"||Items containing the exact phrase bobby moore. Note the use of double quotes so that the search results match the exact phrase within the quotes.|
|from:"bobby moore"||Items sent from bobby moore. Note the use of double quotes so that the search results match the exact phrase within the quotes.|
|from:"bobby moore" about:”status report”||Items sent from bobby moore where status report appears in the subject line, body, and attachment contents. Note the use of double quotes so that the search results match the exact phrase within the quotes.|
|hasattachment:yes||Items that have attachments. You can also use hasattachment:true to get the same results.|
|attachments:presentation.pptx||Items that have attachments named presentation.pptx or if the attachment contains presentation.pptx within its contents.|
|subject:"bobby moore"||Items whose subject contains the phrase bobby moore.|
|subject:bobby moore||Items with bobby in the subject line and with moore anywhere else in the document.|
|cc:"bobby more"||Items in which the display name bobby moore is on the Cc line.|
|cc:email@example.com||Items in which the e-mail address firstname.lastname@example.org is on the Cc line.|
|bcc:bobby||Items in which bobby is on the Bcc line.|
|messagesize:<10>||Items whose size is less than 10 kilobytes. Note the use of the "less than" comparison operator (<).|
|messagesize:>5 MB||Items whose size is larger than 5 megabytes. Note the use of the "greater than" comparison operator (>).|
|received:=1/1/2006||Items that arrived on 1/1/2006. Note the use of the "equals" comparison operator (=).|
|received:yesterday||Items that arrived yesterday. Instant Search also recognizes the follow date values: |
|received:last week||Items that arrived last week. Note that if you run this query again a month from now you will obtain different results because it is a time relative query.|
|due:last week||Items that are flagged for follow up a due date.|
|messagesize:tiny||Items whose size is less than 10 kilobytes|
|messagesize:small||Items whose size is between 10 and 25 kilobytes|
|messagesize:medium||Items whose size is between 25 and 100 kilobytes|
|messagesize:large||Items whose size is between 100 and 500 kilobytes|
|messagesize:verylarge||Items whose size is between 500 kilobytes and 1 megabyte|
|followupflag:follow up||Items that are flagged for follow up.|
|messagesize:enormous||Items whose size is larger than 5 megabytes|
|hasflag:true||Items that are flagged for follow up.|
|from:bobby (received:1/7/05 OR received:1/8/05)||Items from bobby that arrived on either 1/7/05 or 1/8/05. Note the use of parentheses to group the dates.|
|received:>=10/1/06 AND received:<=10/5/06||Items that arrived between 10/1/06 and 10/5/06.|
|received:>10/1/06 AND received:<10/5/06||Items that arrived after 10/1/06 but before 10/5/06.|
|sent: yesterday||Items that you sent yesterday.|
|to:bobby||Items that you sent to bobby when you are searching in the Sent Items folder.|
|read:no||Items that have not been read. You can also use read:false to get the same results.|
|subject:status received:May||Items received from anyone during the month of May (any year) where the subject contains status.|
|startdate:next week subject:status||Calendar items next week where the subject contains status.|
|is:recurring||Calendar items that are recurring.|
|organizer:bobby||Calendar items where bobby is the organizer.|
|category:business||Items that are categorized as business.|
|firstname:bobby||Contacts that contain bobby in the First Name field.|
|lastname:moore||Contacts that contain moore in the Last Name field.|
|nickname:bobby||Contacts that contain bobby in the Nickname field.|
|jobtitle:physician||Contacts that contain physician in the Job Title field.|
|pager:555-0100||Contacts that contain 555-0100 in the Pager field.|
|businessphone:555-0100||Contacts that contain 555-0100 in the Business Phone field.|
|homephone:555-0100||Contacts that contain 555-0100 in the Home Phone field.|
|mobilephone:555-0100||Contacts that contain 555-0100 in the Mobile Phone field.|
|carphone:555-0100||Contacts that contain 555-0100 in the Car Phone field.|
|businessfax:555-0100||Contacts that contain 555-0100 in the Business Fax field.|
|homefax:555-0100||Contacts that contain 555-0100 in the Home Fax field.|
|businessaddress:(4567 Main St., Buffalo, NY 98052)||Contacts that contain 4567 Main St., Buffalo, NY 98052 in the Business Address field. Note the use of parentheses to enclose the address.|
|homeaddress:(4567 Main St., Buffalo, NY 98052)||Contacts that contain 4567 Main St., Buffalo, NY 98052 in the Home Address field. Note the use of parentheses to enclose the address.|
|businesscity:buffalo||Contacts that contain buffalo in the Business City field.|
|businesspostalcode:98052||Contacts that contain 98052 in the Business Postal Code field.|
|street:(4567 Main St)||Contacts that contain 4567 Main St in the Business Address Street field. Note the use of parentheses to enclose the address.|
|homestreet:(4567 Main St)||Contacts that contain 4567 Main St in the Home Address Street field. Note the use of parentheses to enclose the address.|
|birthday:6/4/1960||Contacts that contain 6/4/1960 in the Birthday field.|
|webpage:www.contoso.com||Contacts that contain the URL www.contoso.com in the Web Page Address field.|
Reuse a recent search
Outlook displays up to 10 of your most recent searches.
- In the Instant Search pane, click the arrow, point to Recent Searches, and then select the search that you want from the list.
Include data files in searches
By default, Office Outlook 2007 includes the following data files in a search of All Mail Items:
- All indexed data files. These include Personal Folders files (.pst) (Personal Folders file (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.) and Offline Folder files (.ost) (Offline Folder file: The file on your hard disk that contains offline folders. The offline folder file has an .ost extension. You can create it automatically when you set up Outlook or when you first make a folder available offline.). Indexing ensures that Instant Search is fast.
- Outlook data file for your default e-mail account, regardless of whether it is indexed or not.
You can, however, select any data file to be included in searches.
Important Choosing which data files to include in searches applies only to a search of All Mail Items that searches across one or more data files.
Choose which data files to include in searches
Do the following:
- In Mail, in the Navigation Pane, click the arrow in All Mail Items.
- Select the name of the data file that you want to include or exclude in your searches.
For example, your POP3 account might be for home and personal e-mail messages only, so at work, you want to search only your work e-mail account. In that case, clear the My Home E-mail check box to exclude it from being searched.
Another example of a data file that you may want to exclude from a search is a large archive folder.
As a third example, you might work at a legal firm and keep information about each of your cases in different .pst data files that you keep open. If you are working on a specific case, you might not want .pst files for the other cases to be included in searches related to the specific case.
Change the Instant Search options
To change the Instant Search options, do the following:
- On the Tools menu, click Instant Search, and then click Search Options.
Alternatively, click the arrow in the Instant Search pane, and then click Search Options on the menu.
- Choose the options that you want:
- Index messages in these data files Select the data files that you want Outlook to index for searches.
- Prompt me when search results may be incomplete because messages are still being indexed This option is selected by default. Outlook displays a message in the Instant Search pane when showing all search results is delayed because Outlook is not finished indexing all messages in the data files selected. Clicking the message opens a dialog box that shows how many items remain to be indexed. Clear the check box if you don’t want to see those messages.
- Display search results as I type when possible This option is selected by default. Clear this check box if you don't want the search results to be displayed as you type. For example, you might not want to see any search results until you press ENTER or click the Search button. The Search button is enabled only if you clear this option. You might also want to clear this check box because the search results are not displayed as fast as you would like.
- Make searches faster by limiting the number of results shown This option is selected by default. When your search returns an extremely large number of results, Outlook will limit the number that are shown to speed up search and show you the most recent items. Outlook displays a message in the Instant Search pane alerting you to this limitation. You can click the message to open a dialog box and see all of the results.
- Highlight the words that I search for This option is selected by default. Clear this check box if you don't want your search results to be highlighted. If you want to change the color of the highlight, click Change, and then select a color in the Color dialog box.
- Include messages from the Deleted Items folder in each data file when searching All Items This option is not selected by default. Select this check box if you want to include deleted items in your searches when doing a search in All Mail Items.