Outlook - Sort and filter emails Tutorial

Struggling to keep up with overwhelming emails? Discover how Outlook's tools can help you quickly sort, search, and filter your emails. Learn to group emails by sender, sort by subject or date, and use filters to display only unread, flagged, or attachment-containing emails. Enhance your email management and find important messages easily with these powerful techniques!

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Available in Microsoft365

Objectifs :

This video aims to provide users with effective strategies for sorting and searching emails in Outlook, enhancing their ability to manage their inbox efficiently.

Chapitres :

Introduction to Email Management in Outlook
With the increasing number of messages we receive each day, it can be challenging to quickly locate important emails. This guide explores the tools offered by Outlook to help users sort and search for emails effectively.
Sorting Emails by Columns
Outlook allows users to sort their emails by various columns, which helps in organizing the inbox. By default, emails are listed in chronological order, and several column headers are available, including 'From', 'Subject', and 'Received'.
Sorting by Sender
To sort emails by sender, click on the 'From' column header. This action groups emails by the sender, making it easier to find messages from specific individuals.
Sorting by Subject
To sort messages by subject, click on the 'Subject' column header. Emails will be sorted alphabetically based on their subject. A small arrow will indicate the sort order, and clicking again will reverse the order.
Sorting by Date
To sort emails by date, click on the 'Received' column header. This allows sorting in both ascending and descending order, and emails are grouped by time periods for easier reading.
Using Filters for Enhanced Search
In addition to sorting, users can refine their search using the filter option located at the top right of the screen. Options include filtering unread emails, flagged emails, or emails with attachments.
Advanced Search Techniques
If sorting and filtering do not yield the desired results, users can utilize the search bar at the top of the inbox. This feature allows searching for emails by keywords, sender's address, recipient, or specific time periods.
Navigating Search Results
After performing a search, users will find tabs like 'All Mail', 'Files', and 'Teams' at the top of the results list. These tabs help specify the type of item being searched for. Additionally, filters like flagged or high importance can be applied directly.
Returning to the Inbox
To exit the results screen and return to the normal inbox view, simply click on 'Inbox'. This action will display all emails as they were before the search.

FAQ :

How can I sort my emails in Outlook?

You can sort your emails in Outlook by clicking on the column headers such as 'From', 'Subject', or 'Received'. This will arrange your emails based on the selected criteria.

What is the purpose of filtering emails?

Filtering emails allows you to display only those that meet specific criteria, such as unread emails, flagged emails, or emails with attachments, making it easier to manage your inbox.

How do I use the search bar in Outlook?

To use the search bar, enter keywords related to the email you are looking for. You can also specify the sender's address, recipient, or date range to refine your search.

What are flagged emails?

Flagged emails are those that you have marked for follow-up or special attention. You can filter your inbox to view only these emails.

Can I sort emails by importance in Outlook?

Yes, you can sort emails by importance by using the sort option available in the filtering section of Outlook.

Quelques cas d'usages :

Organizing a Busy Inbox

A project manager can use Outlook's sorting and filtering features to quickly locate emails from team members regarding project updates. By sorting emails by sender, they can efficiently find all communications from a specific colleague.

Finding Important Attachments

An accountant can filter their inbox to display only emails with attachments. This helps them quickly locate important financial documents sent by clients or colleagues.

Managing Unread Emails

A sales representative can use the unread filter to focus on emails that require immediate attention, ensuring they respond promptly to potential leads.

Tracking Follow-Up Emails

A customer service agent can flag emails that require follow-up. By filtering for flagged emails, they can prioritize their responses and improve customer satisfaction.

Searching for Specific Information

A marketing professional can use the search bar to find emails related to a specific campaign by entering keywords. This allows them to quickly gather information for reporting or analysis.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Sorting

The process of arranging emails in a specific order based on selected criteria such as sender, subject, or date.

Filtering

A method to narrow down the displayed emails based on specific criteria, such as unread status, flagged emails, or emails with attachments.

Column headers

The titles at the top of each column in the email list that indicate the type of information contained in that column, such as 'From', 'Subject', and 'Received'.

Search bar

A tool located at the top of the inbox that allows users to find emails by entering keywords or specific criteria.

Attachments

Files that are sent along with an email, which can include documents, images, or other types of files.

Flagged emails

Emails that have been marked for follow-up or special attention by the user.

Chronological order

An arrangement of emails based on the time they were received, from the most recent to the oldest.

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It can sometimes be challenging to quickly locate emails.

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Let's explore the tools offered by outlook to easily sort and search for an email

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sorting by columns can help you quickly find

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the information you need and keep your inbox organized

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by default. Your emails are listed in chronological order

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at the top of your email list. You will see several column headers such as from

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subject and received. These columns can be used to sort your emails

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to sort your emails by sender. Click on the from column header.

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This will group your emails by sender,

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which can be useful for quickly finding messages from a specific person

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to sort your messages by subject. Click on the subject column header,

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emails will then be sorted alphabetically based on their subject.

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You will see a small arrow indicating the sort order,

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click again to reverse the alphabetical order

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to sort your emails by date. Click on the received column header.

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In addition to sorting in ascending and descending order,

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emails are grouped by time periods to facilitate reading,

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you can further refine your search using the filter

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option at the top right of the screen.

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For example, with the unread option,

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you can display only the emails you haven't read yet.

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The flagged option allows you to display emails that have been marked with a flag.

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The has files option displays only emails that contain attachments.

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You can access additional filters in this section.

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Click on the sort option to sort by category size or importance.

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If filtering and sorting don't work,

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you can refine your search using the search bar

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to improve your chances of finding your emails.

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The search bar at the top of your inbox helps you find emails by keywords.

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The filters option beside it opens a panel to refine your search criteria.

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For example, to find an email from a colleague with an attachment.

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And the keyword monthly sales, choose the location of the email.

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Enter the sender's address, search by recipient or cc email address.

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Enter the keyword,

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specify the reception period. If needed filter by read, unread status,

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check the attachment option, then click search

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after using the search bar,

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you'll find tabs like all mail files and teams at the top of the results list

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these tabs. Let you specify the type of item you're looking for.

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You can also apply filters like flagged

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or high importance directly bypassing the filter button

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to exit the results screen,

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click on inbox and the display will return to its normal state showing all emails

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