Outlook Search Folders

Learn how to create Outlook Search Folders – Default and Custom.

An Outlook Search Folder is a folder you create to store the search criteria to view specific emails.  Once you click on a search folder, Outlook runs the search to show you the most current results.  There are two types of search folders – Predefined (set up by Microsoft) and Custom.  Outlook Search Folders come in handy if there are specific searches you run on a regular basis.  Below are the step by step instructions on how to Create Outlook Search Folders – Predefined and Custom.

Create Outlook Search Folders  – Predefined

  1. Navigate to the Mail app within Outlook.
  2. Click Folder tab.
  3. Click New Search Folder in the New group.Outlook Search Folders
  4. The New Search dialog box will open.
  5. Under the Select a Search Folder, click the predefined search folder you wish to add. Outlook Search Folders
  6. If you wish to search within another mailbox you have access to, click the drop down for Search mail in: and select the appropriate mailbox.
  7. Click OK to add the selected predefined search folder. Outlook Search Folders
  8. The search folder is then added under the Search Folders in the Navigation Pane. Outlook Search Folders
  9. Click on the folder to view any emails that meet the criteria of the search folder.

Create Outlook Search Folders – Custom

  1. Navigate to the Mail app within Outlook.
  2. Click Folder tab.
  3. Click New Search Folder in the New group. Outlook Search Folders
  4. The New Search dialog box will open.
  5. Under the Select a Search Folder, scroll down to the Custom heading and click Create a custom Search Folder. Outlook Search Folders
  6. Under the Customize Search Folder: Click the Choose button. Outlook Search Folders
  7. The Custom Search Folder dialog box will open. Enter a name for the Custom Search Folder. Outlook Search Folders
  8. Click the Criteria button to set the options for your search.
  9. The Search Folder Criteria dialog box will open. From the Messages tab, select criteria based upon the content or properties of the message such as where to search within the message, sender, when sent, key words, and/or recipients. Outlook Search Folders
  10. From the More Choices tab, select criteria based upon other conditions of the message such as unread, importance, flags, and/or categories. Outlook Search Folders
  11. From the Advanced tab, allows you to set more detailed criteria. Click the Field button to select a specific criterion.  Then, from the Condition: and Value: boxes enter the options you need and click Add to List.  Repeat for any additional criteria needed. Outlook Search Folders
  12. Click OK once you have all the search criteria set.
  13. From the Custom Search Folder dialog box, click the Browse button to select the folders you want to search. Outlook Search Folders
  14. The Select Folder(s) dialog box will open. Select the folders you wish to search.  Note: By default, the mailbox is selected and the Search Subfolders box is checked so all folders within the mailbox will be search. Click OK once you have the appropriate folders selected. Outlook Search Folders
  15. Click OK within the Custom Search Folder dialog box. Outlook Search Folders
  16. Once you click OK, it will take you back to the New Search Folder dialog box. You’ll note the name you gave your Custom Search Folder is listed.  Click OK to accept the search you set up. Outlook Search Folders
  17. The Custom Search Folder will then be added under your Search Folders in the Navigation Pane. Outlook Search Folders
  18. Click on the folder to view any emails that meet the criteria of the search folder.

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