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Finding and Organizing Messages with Search Folders
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The Outlook 2007 search folders are an extremely useful feature for nding and organizing messages. A search folder isn t really a folder but rather a special view that functions much like a separate folder. In effect, a search folder is a saved search. You specify conditions for the folder, such as all messages from a speci c sender or all messages received in the last day, and Outlook 2007 displays in that search folder view those messages that meet the speci ed conditions. In a way, a search folder is like a rule that moves messages to a special folder. However, although the messages seem to exist in the search folder, they continue to reside in their respective folders. For example, a search folder might show all messages in the Inbox and Sent Items folders that were sent by Jim Boyce. Even though these messages appear in the Jim Boyce search folder (for example), they are actually still located in the Inbox and Sent Items folders.
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10 Finding and Organizing Messages
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It isn t dif cult at all to use a search folder. The Folder List includes a Search Folders branch, as shown in Figure 10-1, that lists all of the search folder contents. Simply click a search folder in the Folder List to view the headers for the messages it contains.
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Figure 10-1. Search folders appear under their own branch in the Folder List. This folder shows all messages that are categorized.
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Outlook 2007 includes ve search folders by default, which you can use as is or customize to suit your needs:
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Categorized Mail This search folder shows all messages that have categories
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assigned to them.
Fax If you are connected to a Microsoft Exchange Server 2007 mailbox with
uni ed messaging enabled, this search folder will enable you to see all received faxes in your mailbox.
Large Mail This search folder shows all messages that are 100 KB or larger. Unread Mail This search folder shows all messages that are unread. Voice Mail If you are connected to an Exchange Server 2007 mailbox with
uni ed messaging enabled, this search folder shows all received voice-mail messages.
Finding and Organizing Messages with Search Folders
In addition, if you have migrated from Microsoft Outlook 2003, you might also have these search folders in your mailbox:
For Follow Up This search folder shows all messages that are agged for follow-
Important Mail This search folder shows all messages that are marked as
Important. You can customize these existing search folders as well as those you create yourself. For example, you might increase the value in the Large Mail search folder from 100 KB to 200 KB if you frequently receive messages larger than 100 KB that you don t want included in the Large Mail search folder. To customize an existing search folder, open the Folder List, right-click the folder, and then choose Customize This Search Folder to open the Customize dialog box, similar to the one shown in Figure 10-2.
Figure 10-2. Set the criteria or folders to include for a search folder in the Customize dialog box.
You can change the name of the search folder in the Name box in the Customize dialog box. To change the criteria for the search folder, click the Criteria button to display a dialog box that enables you to change your selection. The dialog box that appears depends on the criteria you used when you created the folder. For example, if you are modifying a search folder that locates messages from a speci c sender, Outlook 2007 displays the Select Names dialog box so that you can specify a different person (or additional people).
Note
You can change the criteria of only two of the default search folders, the Large Mail and Categorized Mail folders. The criteria for the other three can t be changed. However, you can change the folders to be included in the search for all of the default search folders.
To change which folders are included in the search folder, click Browse in the Customize dialog box to open the Select Folder(s) dialog box. Select each folder that you want to include, or select the Personal Folders or Mailbox branch to include all folders in the
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