Using Email Search Folders - Part 2: Create a custom Search Folder

By
Real Estate Technology with Altos Research 72732

(This applies to Outlook 2007 and Outlook 2003)

This is a powerful feature in Outlook that should be listed under "Best Practices".

1. In Mail view, click on "File" and scroll to New, and then click Search Folder. (Or you can click on the little black arrow to the Right of "New" and scroll directly to Search Folder.)

TIP...
To open the New Search Folder dialog box, press CTRL+SHIFT+P.

2. A new window opens - scroll down to the bottom and click Create a custom Search Folder.

3. Under Customize Search Folder, click Choose.

4. Type a name for your custom Search Folder.

5. Click Criteria, select the options that you want from the Messages, More Choices and or Advanced tabs, and then click OK.

TIME SAVER TIP...
You can get very specific selecting criteria - so it's best to have an idea of what you want your results to be before you create your Search folder.

6. Click Browse, select the folders that you want to be searched (the Personal Folders it the Default selection), and then click OK three times.

NOTE 1:
To change the criteria for a Search Folder, right-click the folder, click Customize this Search Folder, click Criteria, and then change the criteria. The criteria of Search Folders in the Reading Mail group cannot be changed

NOTE 2:
In addition to the default Search Folders, Outlook includes a list of predefined Search Folders. You can customize a predefined Search Folder with your own search criteria.

For some one-on-one or small group training go to
http://www.impactyoursalesnow.com/managing-your-database.html

Jeff graves
Outlook Training for Outlook 2007 and Outlook 2003

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Comments (10)

Janice Roosevelt
Keller Williams Brandywine Valley - West Chester, PA
OICP ABR, ePRO,Ecobroker

Jeff: what a great tip. I need help in organizing email right nw so this couldn't have come at a better time. thanks.

May 20, 2009 09:49 PM
Larry Bettag
Cherry Creek Mortgage Illinois Residential Mortgage License LMB #0005759 Cherry Creek Mortgage NMLS #: 3001 - Saint Charles, IL
Vice-President of National Production

This is a great tip....grateful to say the least.  Thanks.

May 21, 2009 12:37 AM
Jeff Graves
Altos Research - Sunnyvale, CA
More than just beautiful market trend reports

Janice and Larry...Thank you, I'm glad you find this info useful. I have a fairly extensive Outlook User Group on LinkedIn that has more Outlook tips than what I've posted here (we're 80 members and growing).  To Join that group Connect with me (using the link below) and I'll send an invite.

Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui

Are you using Social Networking to increase your business leads?  I help agents get set up and maintain their social sites - let me kow if this interests you.

Follow me on twitter: http://twitter.com/jeffgraves01 - a great source for creating conversations and leads
Website: http://www.ImpactYourSalesNow.com - Agent training that streamlines your business and frees up your time.

May 21, 2009 05:06 AM
Alexander- Slocum
Premiere Property Group, LLC - Vancouver Washington - Vancouver, WA
Realty Team- Vancouver WA Real Estate

Super Tip!  I set up a client search for a transaction, put in the two client e-mails, the listing agent's address as well...with partial success.  For some reason, some of the e-mail addresses are skipped.  Any reason for hubby's e-mail to be skipped while the others are not?  Mahalo!  John 

Jul 20, 2009 03:52 AM
Jeff Graves
Altos Research - Sunnyvale, CA
More than just beautiful market trend reports

John...Interesting.  Do you have the husband's email listed in the contact form as email2 or the primary email?

Jeff

Follow me on twitter: http://twitter.com/jeffgraves01 - a great source for creating conversations and leads

Jul 20, 2009 06:58 AM
Alexander- Slocum
Premiere Property Group, LLC - Vancouver Washington - Vancouver, WA
Realty Team- Vancouver WA Real Estate

Hi Jeff, I set up both husband and wife as separate business contacts.  Similar thing is happening with another transaction, where the client and the lender have the same last name.  Perhaps Windows 7 wants me to upgrade my Outlook!  John

Jul 21, 2009 01:56 AM
Tony Hager
United Realty Texas - Denton, TX
Broker

It's amazing how we just use the basics and never look at the tools we have had at our disposal for years isn't it.  Thanks for the post to open my eyes a little.

Oct 22, 2009 03:30 AM
Jeff Graves
Altos Research - Sunnyvale, CA
More than just beautiful market trend reports

Tony, How right you are.

Oct 22, 2009 07:22 AM
arvid martin
Coulter Real Estate LLC - Imlay City, MI
Superior Customer Service!

I use GMAIL exclusively for my real estate business.  would like to move to Outlook 2007.  I have many folder in Gmail. 

 

Should I move them into Outlook?  if so, how?

 

I do look "almost" infinite storage feature  that Gmail offers.

Dec 20, 2010 04:57 AM
Roberta Davidson
Keller Williams Realty Professional Partners - Sun City West, AZ
GRI, CNE, REALTORĀ®, PLLC

Jeff, WoW - Just tried this and it is great.  Now I can keep track of all those continuing education emails I get.

Thanks for the great tip.

Feb 17, 2011 03:41 AM

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