New to Outlook 2007 is the ability to search multiple locations at one time. For example, you can search Archive folders and your Microsoft Exchange Server mailbox at the same time. How? Select All Mail Items as the location for your search. All Mail Items also appears at the top of the Instant Search pane so that you can clearly see what's being searched. We've shown an example in the picture.
Here's a possible scenario for you to consider:
Suppose you automatically archive any message older than 30 days because you rarely need to refer to messages beyond the current month. However, every once in a while, you do need to find one that's older than that.
Luckily, it's easy to search your archives. In earlier versions of Outlook, you had to search archives separately from your main mailbox. If you weren't sure of the exact date of the message, that could have meant two separate searches: one search in your Exchange mailbox and one search in your Archives folder. By selecting All Mail Items, you can now search different e-mail locations all at the same time and look for that one message in all locations.
- If you've configured Outlook to use multiple e-mail accounts, you can use this same technique to search all of your e-mail accounts at once.
- In order to search for messages in an Outlook storage folder (also known as a Personal Folders file (PST)), that folder must be open in Outlook. We've included more information about opening PST files in the Quick Reference Card at the end of this course.