Data literacy · ICT proficiency · Information literacy · Outlook · Timesavers · Top tip

#426 Search Folders in Outlook

I don’t file my emails in Outlook, instead I use Search Folders. A Search Folder is a virtual folder that provides a view of all email items that match specific search criteria. For example, I use a Search Folder for anyone I correspond with regularly (i.e. I can find that person’s emails without searching through my Inbox and various folder) and for categories (i.e. I categorise my emails and then use the Search Folder to bring all those emails together). I find this way of working easier because I don’t have to have a filing system as Search Folders does it all for me! This step through shows how Search Folders work on Outlook 2010 but the same principle applies to Outlook for Office 365 Outlook 2016 and Outlook 2013.

  1. To create a new Search Folder either right-click on Search Folders and select New Search Folder (shortcut click Ctrl+Shift+P in Outlook)
  2. Select either Mail from and to specific people or Categorized mail (if you use categories in Outlook)

3.  Choose the name / email of the person to create a search folder for

4. Click OK

5. You will then see all the email sent from and to that person in your Search Folder

Photo by Louis Blythe on Unsplash


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