Using the Basic Search
| The basic search box appears above the current mailbox, between the list of folders and accounts to the left and the message preview box to the right, and just below the ribbon |
| Quickly access the basic search box with the keyboard combination Ctrl + e |
| Change where you’re searching by using the dropdown menu directly to the right of the search. Press Ctrl + e then Tab, Tab, Enter and use the arrow keys to change between searching the current folder, subfolders of the current folder, current mailbox, or all Outlook items! |
| Learn Outlook Search Syntax to use the basic search box to execute more sophisticated searches |
Using the Advanced Find
| Use the Advanced Find to easily execute complex searches without using Outlook Search Syntax |
| Open the Advanced Find by pressing Ctrl + Shift + f |
| Use tab to move around the areas of the menu – note that when the Advanced Find menu opens, your cursor will be in the Search for the word(s) text box and the default is to search messages in whatever folder context Outlook was in when the menu was launched |
Keyboard Shortcuts for Advanced Find
All Tabs
| These are shortcuts that can be used in all three tabs of the Advanced Find menu | |
| Move focus to the Look dropdown menu to change what sort of document your search is looking for (contacts, messages, notes, tasks, etc.) | Alt + k |
| Launch the Select Folder(s) menu to choose which folders your search is looking in | Alt + b |
| Execute your search | Alt + n |
| Start a new search – note that using this shortcut will result in a pop-up message that says: “This will clear your current search” and requires you to confirm or cancel the action | Alt + S |
Select Folder(s) Menu
| This is a shortcut for the Select Folder(s) menu which you can open by using the keyboard shortcut Alt + b in the Advanced Find menu | |
| In the Select Folder(s) menu, clear all current selections | Alt + l |
Messages Tab
| These shortcuts can only be used in the Messages Tab. The Messages Tab is open when the Advanced Find menu is launched. | |
| Move focus to the Search for the word(s) text box | Alt + c |
| Move focus to the In field to change where Outlook is searching between subject field only, subject field and message body, and frequently-used text fields | Alt + i |
| Move focus to the Time field to look for messaged from specific contexts (sent, received, modified, etc.) and times | Alt + m |
More Choices Tab
| These are shortcuts for the More Choices tab. To get to the More Choices tab from the Messages tab, simply navigate through the menu with the tab button until focus is on the Messages tab and use the arrow keys to move to the More Choices tab. | |
| Open the Color Categories menu to select color categories, create new color categories, rename existing categories, delete categories, and assign shortcut keys to color categories | Alt + c |
| Toggles on and off the Whose Importance is dropdown menu. The default setting for this menu is normal, but press tab and then the up or down arrow keys to switch this between normal, high, and low | Alt + o |
| Toggles on and off the Only items which dropdown menu. The default setting for this menu is are flagged by me, but press tab and then the up or down arrow keys to switch this between are marked as completed, are flagged by someone else, have no flag, and are flagged by me | Alt + i |
| Toggles on and off the Match case feature | Alt + m |
| Puts focus on the Size dropdown menu | Alt + z |
Color Categories Menu
| These are shortcuts for the Color Categories menu. Open the color categories menu by using Alt + c in the More Choices tab | |
| Put focus on the list of existing color categories | Alt + t |
| Opens the Add New Category menu | Alt + n |
| Edits the color category name that has focus | Alt + r |
| Deletes the color category that has focus | Alt + d |
| Opens the Color dropdown menu | Alt + o |
| Opens the Shortcut Key dropdown menu | Alt + s |
Add New Category Menu
| These are shortcuts for the Add New Category menu which you can open from the Color Categories menu by pressing Alt + n | |
| Put focus on the Name text field | Alt + n |
| Put focus on the Color dropdown menu | Alt + o |
| Put focus on the Shortcut Key dropdown menu | Alt + S |
Advanced Tab
| These are shortcuts for the Advanced tab. To get to the Advanced tab from the Messages tab, simply navigate through the menu with the tab button until focus is on the Messages tab and use the arrow keys to move to the Advanced tab. | |
| Put focus on the list of items | Alt + m |
| Open the Field branching dropdown menu | Alt + i |
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