◆ Outlook · search

Research and Record Keeping

Create shared search folders and quick-steps so the team can find active project correspondence and keep proposal draf…

2heights
2tasks
1roles do it
See the prompt↓More search workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Create shared search folders and quick-steps so the team can find active project correspondence…+
Create shared search folders and quick-steps so the team can find active project correspondence and keep proposal drafts together — set up Search Folders for Active Projects and Pending Proposals, create a Quick Step to move messages to Proposals/Drafts and tag them, and share the folders with the team.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Make shared filing actually usable for the whole team — create Search Folders for Active…+
Make shared filing actually usable for the whole team — create Search Folders for Active Projects and Pending Proposals with the right filter rules, add Quick Steps to move messages into Proposals/Drafts and auto-apply a Draft tag, share the folders and Quick Steps with the team, and include a two-line guide in the shared folder explaining when to use each folder.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid
The tool
Search

Search helps you find specific emails, contacts, or files within Outlook.

  1. 1

    Click the Search box at the top of the Outlook window.

    NoteYou can also use the keyboard shortcut Ctrl+E to activate the search bar.

  2. 2

    Type a name, subject, phrase, or file name into the Search box.

  3. 3

    Press Enter to execute the search.

  4. 4

    Click the Filter Email button in the Find section to expand the list.

  5. 5

    Click More Filters to reveal the Search Tools tab.

  6. 6

    Use the options on the Search Tools tab to refine your search.

    Best practiceCheck the 'Locations to Search' by placing your cursor in the search bar and using the Search Tools icon.

  7. 7

    To update search options, go to Settings > General > Search.

  8. 8

    Adjust the Search scope from there to change where Outlook looks.

For advanced searches, create a new Search Folder by going to Settings > Mail > Search folders and selecting 'Create new search folder'.

Outlook's search functionality can be integrated with other applications through Microsoft Graph API for automated record retrieval and data analysis.

Glossary

words on this page
Search FoldersVirtual folders that dynamically display email messages matching predefined search criteria.ExampleYou open a Search Folder to instantly see all unread emails containing the word 'project' from the last week.
Search ToolsA set of commands and options that help you refine and manage your email searches.ExampleYou use Search Tools to narrow down your email search to only messages received last month from a specific sender.
Search scopeThe specific folders or mailboxes that Outlook includes when performing a search.ExampleWhen searching for an email, you can choose to only look within your Inbox or across all mailboxes.
Quick stepsQuick Steps are one-click shortcuts that apply multiple actions to an email message simultaneously.ExampleYou use a Quick Step to forward an email to your team, mark it as read, and move it to the 'Discussed' folder.
RulesAutomated actions that process incoming or outgoing email messages based on specified conditions.ExampleA rule automatically moves all emails with 'Invoice' in the subject line to your 'Billing' folder.

The real tasks

1 of them
Create shared search folders and quick-steps so the whole team can find active project correspondence and keep proposal drafts together.

Who does this

1 roles
People Operations Manager

Questions people ask

honest answers

Because you rarely think 'I want the redaction tool'. You think 'I have to share this without leaking the client's details'. Start from the need, and the feature finds you.

Real. Every job here was drawn from what people in real roles were actually seen doing in Outlook — not a feature checklist.

No. Each page gives you a ready prompt you can paste into an AI assistant, plus the plain steps to do it yourself. Start with either — the goal is the finished job, not the tool.