KC Lemson

By KC Lemson [MS]

Blogs

View the contents of multiple folders with a single click

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Search folders are a new feature in Outlook 2003. As I mentioned previously, a search folder is a special folder that contains a 'view' of items in other folders. That view is the result of a search request.

One perhaps non-obvious use of this is to create a search folder that doesn't actually filter the messages - it shows you all of the messages, across multiple folders. For example, I am subscribed to several mailing lists about Exchange. Normally, to read messages sent to those lists, I'd have to click from folder to folder to see all the messages. By creating a search folder that has no criteria but simply aggregates all messages in those multiple folders, I can see them all in one place.

1. File | New | Search Folder
2. Scroll to the bottom and choose "Create a custom search folder"
3. Click choose
4. Name the search folder
5. Click Browse
6. Uncheck the root of your mailbox store, and check the folders you want to aggregate
7. Click OK a bunch of times to save your changes
8. If desired, right click on the newly created folder (under "Search Folders" in the folder list) and choose "Add to Favorite Folders"

Comments
  • Do you know any products that I can install so that I can search all my data files? I keep all my mail, so it's basically impossible, and unwise to try and keep gigs of e-mail in a single PST. I maintain PSTs by subject area. Unfortuately, this is not condusive to searching in Outlook, as each one must be searched seperately. I would be happy to pay money for a product that will give me a unified view of all my PSTs for searching purposes.

  • Rick - I would suggest looking on www.slipstick.com for such a product.