Searching for specific emails or items within Microsoft Outlook 365 can be a daily necessity, especially if you’re dealing with a high volume of correspondence. While Outlook’s search functionality is robust, continually entering the same search criteria can be time-consuming.
Creating a refined and complicated search query is a time-consuming job. However, you cannot use the same search query next time when you want to repeat the process because MS Outlook won’t let you save it just like that. Fortunately, there is a way to save search queries for quick access and efficiency.
How to Create MS Outlook Search Queries?
Saving the search query can save a lot of time if you are highly dependent on it. It is extremely useful for those who have a very large Outlook data file and do not want to spend hours searching within it. Let us understand the ways to effortlessly search; and save your search queries in Outlook 365:
Step 1: Perform an Instant Search Query
Start by entering your search criteria in the Outlook search bar, which you’ll find at the top of the Outlook window. This bar allows you to search through your emails, contacts, and calendar items based on keywords, email addresses, or even specific phrases.
For example, if you frequently search for emails from a specific contact or with particular words in the subject line, you can input these details in the search bar. This will help you perform more accurate searching
Step 2: Use Advanced Search Options
To refine your search, click on the “Filters” button next to the search bar, or choose “Search Tools” > “Advanced Find” from the ribbon. This will open a more detailed search pane where you can specify criteria such as:
- From whom the email is
- Date Range
- Keywords in subject or body
- Attachment status
You can use these criteria and options as per your requirements to tailor your search more precisely.
How to Save the Search Queries in MS Outlook 365?
Outlook does not let you save the search queries directly. However, you can create the queries and save them as a folder to use in the future. So, once you are satisfied with your search results, you can save the query for future use.
- Open the “Folder” tab in Outlook.
- Click on “New Search Folder”.
- Select from the list of predefined search folders, or create a custom one based on your needs.
- Set your search criteria and assign a name to your search folder.
- Hit “OK” to finalize and create the Search Folder.
How to Access Saved Searches in MS Outlook 365?
To quickly access your saved searches:
- Go to the “navigation pane” and look for your custom search folder there.
- You can use this search folder anytime you need to perform the function
Benefits of Saving Search Queries in Outlook 365
- Efficiency: No need to repeatedly input the same search criteria, saving time and effort.
- Consistency: This helps ensure you’re using the same search parameters each time you look for specific items.
- Quick Access: Saved searches are just a click away, enhancing workflow efficiency.
Searching is an important and frequently used function of MS Outlook. However, at times the Outlook search fails to work due to many underlying situations. In this circumstance, keeping your queries saved will help you reuse them or backup them in case you need to reconfigure the account to fix the errors in MS Outlook.
Final Thoughts
Saving search queries in Outlook 365 can greatly enhance productivity, particularly if you deal with specific email sets regularly. Mastering this simple yet effective feature allows you to streamline your email management, keeping your workflow smooth and efficient.
