Who is this article for?

Users wanting to learn to access filed messages using the new search function.

Version 12.1 or higher must be installed.

Searching allows you to quickly find messages in systems supported by Mail Manager (such as local and network folders, Microsoft SharePoint, etc).

This article outlines how to use the search functionality to find filed mail. To make this easier to follow the article has been split into the following sections:

1. Using the new search

1. Select the Search button from Mail Manager toolbar in the Outlook ribbon and click Open the New Search.

2. The new Search window will appear:

3. Select Search by Filed Location from the dropdown menu (optional).

Note: Toggle on Select multiple if you would like to search several locations in the same search.

4. Click Apply and the results will be updated:

5. Enter your keyword, e.g. Implementation, in the Search For Any Keywords filter (optional).
6. Use Filter By options like date range Past Year to narrow results (optional).

1.1. Filter by options 

• • Date – date or range when the email was sent
  • Collections – results filtered by selected collection
  • Attachments – included or not, with names
  • Including – select any contact in the communication, regardless of recipient type
  • From – sender of the email
  • To – email recipient
  • CC – those cc’d on the email
  • Subject – text in the email header
  • Body – text within the email
  • Comments – added during filing or search
  • Types – message types to review (e.g. emails, meeting invites)
  • Meeting Location – appointment location
  • Categories – added during filing
  • File Name – e.g. 2023-11-21_John
  • Sensitivity – label added during filing
  • Encrypted – whether the email is encrypted
  • File size – size of the filed email
  • File By – name of the person who filed the email

Text entered into the Filter By options automatically include the * wildcard character at the end, so you don't have to complete the whole word.

Did you know you can manage your filters? see: Adding more filters to new search for more details.

2. Advanced searches

Advanced search options can only be applied to the "Search For Any Keyword" filter: 

See Performing an advanced search for more details.

3. Results list options

Select "..." or right-click in the results list for these options:

• Open: Open the selected message from its location.
• Open From Cache: Open the message from cache if the original location is unavailable.
• Add or Edit Comment: Add or modify a comment.
• Add or Edit Categories: Add or modify categories.
• Copy File to Clipboard: Copy selected messages to the clipboard.
• Copy To Location...: Copy messages to another location.
• Move To Location...: Move messages to another location.
• Delete: Delete selected messages.
• Explore Filing Location...: Open the folder in Windows Explorer or browser.
• Send Mail Manager Link: Create a new message with links to selected messages.
• Export Results...: Export results to a .csv file.