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How to Start an Effective Email Search

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How to Start an Effective Email Search

How many times have you searched for an email for a really long time saying, “I had it somewhere?” Or perhaps you have asked your colleague to send a message once again, and now another person must find the message because you couldn’t. Now is the right time to learn the basics of an effective email search.

Effective Email Search

Imagine you search for 10 emails a day and you could save 30 seconds each time. During the whole calendar year you could save more than sixteen hours, which means two working days off!

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What I have found is that most people put just one word in the search bar and play with sorting by different columns to find the desired message. Sometimes it’s even worse: two words are entered with the expectation that the search will find the messages containing BOTH of them, not ANY of them, or the opposite.

Let’s see if we can learn the basics of email search in just five minutes! There are two help pages that you definitely should read. And then practice. And read once again: Learn to narrow your search criteria for better searches in Outlook and Gmail advanced search. You may be surprised how similar these engines are for the end user. If you use Outlook at work, it will raise your email search skills and at the same time you will be able to use most of the knowledge when using Gmail and vice versa.

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Have you ever noticed that Outlook has a search bar available with just one click?

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email search in outlook

    There are just few keywords and operators you need to learn and if you use them effectively, you can build some more skills on top of that. I will focus on Outlook and if you want to learn the basics for gmail, you will quickly notice few simple differences.

    Examples

    There will be just one example that we will be using to build queries to narrow down our search and find just one message among thousands of others. You remember that last week “Nabielec” sent you the presentation you need. Let us start with the simplest case.

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    • Emails from “Nabielec”
      Many times I’ve seen people putting “Nabielec” and then sorting by sender to quickly find the right one. However, you can simply use the operator (sometimes called keyword) “from:”. There are just few operators (usually logical operators) that do not require parameters, but for the rest, the standard usage is “operator: parameter”. In this case we may simply use:
    from: Nabielec
    • Emails from “Nabielec” received last week
      Unfortunatelly “Nabielec” sends tons of emails, so you found few hundreds with this search. We have to improve the expression. This time we will simply use two keywords: “from” and “received” with no magic. Just try this:
    from: Nabielec received: last week
    • Emails from “Nabielec” with an attachment, received last week
      Now we got down to some reasonable amount, but still most of the messages found are without attachment and that makes the picture blurry. One more keyword will let you find messages that contain the attachment (or not): “hasattachment”.
    from: Nabielec received: last week hasattachment: yes
    • Emails with both “Project” and “Next steps”
      In the previous step five emails were found and you got the presentation you wanted. However, you recall the fact that there was another great presentation someone has sent that had “Project” and “Next steps” in it. For that purpose we will use logical operator AND (yes, use uppercase) and “Next steps” need to be taken into quotes, otherwise “next” and “steps” could be in a different parts of the e-mail. The great thing about this search is that not only it will search in the email body, but also in the email subject and attachments.
    Project AND "Next steps"
    • Emails with “Meeting minutes” and “Connect” in the subject
      Your previous search reminded you the project called “Connect” and you are pretty sure that the presentation was sent in the meeting minutes. You could simply try “Meeting minutes” AND “Connect”, however that could find unwanted messages with “Connect” in the email body or attachments. Key of effective email search is to find exactly what you want. This time we introduce the operator “subject:”.
    subject: Connect AND "Meeting minutes"

    Conclusion

    I found that just these basic operators give many people dramatic improvement of their productivity when using email. Many people are using large set of folders and remembers complex categorization rules, however when they think about the message they want to find, they most often think something like “email from Paul with the attachment”. This should be immediately turned into search criteria, rather than transforming it into a set of complex rules like “it was about project X, so it could be in folder X. No, wait, it was urgent, so it will be in the Urgent folder. No, wait. It was sent by my boss, I have specific folder for that”. Skip the middle step and tell what you need by a nice search expression.

    I hope you can save at least 30 seconds with every email search and you will get your two days off at the end of the year!

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    More by this author

    Piotr Nabielec

    Author, CEO, Consultant

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    Last Updated on August 25, 2021

    Why Personal Branding Is Important to Your Career

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    Why Personal Branding Is Important to Your Career

    As a recruiter, I have met and interviewed hundreds of candidates who have no idea who they are.

    Without a personal brand, candidates struggle to answer the question: “tell me about yourself—who are you?” They have no idea about who they are, what their strengths are, and how they can add value to the company. They present their CV’s believing that their CV is the key to their career success. In some ways, your CV still has its use. However, in today’s job market, you need more than a CV to stand out in a crowd.

    According to Celinne Da Costa:[1]

    “Personal brand is essentially your golden ticket to networking with the right people, getting hired for a dream job, or building an influential business.” She believes that “a strong personal brand allows you to stand out in an oversaturated marketplace by exposing desired audiences to your vision, skillset, and personality in a way that is strategically aligned with your career goals.”

    A personal brand opens up your world to so many more career opportunities that you would never have been exposed to with just your CV.

    What Is Your Personal Brand?

    “Personal branding is how you distinctively market your uniqueness.” —Bernard Kelvin Clive

    Today, the job market is very competitive and tough. Having a great CV will only let you go so far because everyone has a CV, but no one else has your distinct personal brand! It is your personal brand that differentiates you from everyone else and that is what people buy—you.

    Your personal brand is your mark on the world. It is how people you interact with and the world see you. It is your legacy—it is more important than a business brand because your personal brand lasts forever.

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    I have coached people who have very successful careers, and they come to me because they have suddenly found that they are not getting the opportunities or having the conversations that would them to their next role. They are having what I call a “career meltdown,” all because they have no personal brand.

    A personal brand helps you become conscious of your differences and your uniqueness. It allows you to position yourself in a way that makes you stand out from the pack, especially among other potential job applicants.

    Don’t get me wrong, having a great CV and a great LinkedIn profile is important. However, there are a few steps that you have to take to have a CV and LinkedIn profile that is aligned to who you are, the value you offer to the market, and the personal guarantee that you deliver results.

    Building your personal brand is about strategically, creatively, and professionally presenting what makes you, you. Knowing who you are and the value you bring to the table enables you to be more informed, agile, and adaptable to the changing dynamic world of work. This is how you can avoid having a series of career meltdowns.

    Your Personal Brand Is Essential for Your Career Success

    In her article, Why Personal Branding Is More Important Than Ever, Caroline Castrillon outlines key reasons why a personal brand is essential for career success.

    According to Castrillon,[2]

    “One reason is that it is more popular for recruiters to use social media during the interview process. According to a 2018 CareerBuilder survey, 70% of employers use social media to screen candidates during the hiring process, and 43% of employers use social media to check on current employees.”

    The first thing I do as a recruiter when I want to check out a candidate or coaching client is to look them up on LinkedIn or other social media platforms, such as Facebook, Instagram, and Twitter. Your digital footprint is the window that highlights to the world who you are. When you have no control over how you want to be seen, you are making a big mistake because you are leaving it up to someone else to make a judgment for you as to who you are.

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    As Jeff Bezos, the founder of Amazon, once said, “Your brand is what people say about you when you are not in the room.”

    In her book, Becoming, Michelle Obama writes about the importance of having a personal brand and her journey to defining her personal brand. She wrote that:

    “if you don’t get out there and define yourself, you’ll be quickly and inaccurately defined by others.”

    When you have a personal brand, you are in control. You know exactly what people will say about you when you leave the room.

    The magic of a personal brand is that gives you control over how you want to be seen in the world. Your confidence and self-belief enable you to leverage opportunities and make informed decisions about your career and your future. You no longer experience the frustrations of a career meltdown or being at a crossroads not knowing what to do next with your career or your life. With a personal brand, you have focus, clarity, and a strategy to move forward toward future success.

    Creating your personal brand does not happen overnight. It takes a lot of work and self-reflection. You will be expected to step outside of your comfort zone not once, but many times.

    The good news is that the more time you spend outside of your comfort zone, the more you will like being there. Being outside of your comfort zone is where you can test the viability of and fine-tune your personal brand.

    5 Key Steps to Creating Your Personal Brand

    These five steps will help you create a personal brand that will deliver you the results you desire with your career and in life.

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    1. Set Your Personal Goals

    What is it that you want to do in the next five years? What will your future self be doing in the next five to ten years? What is important to you? If you can answer these questions, then you are on the right path. If not, then you have to start thinking about them.

    2. Create Your Unique Value Proposition

    Create your unique value proposition by asking yourself these four questions:

    1. What are your personality features? What benefit do you offer people?
    2. Who are you and why do people enjoy working with you?
    3. What do you do and what do people want you to do for them? How do you solve their problems?
    4. What makes you different from others like you?

    The answers to these questions will give you the information you need to create your professional story, which is the key step to creating your personal brand.

    3. Write Your Professional Story

    Knowing who you are, what you want, and the unique value you offer is essential to you creating your professional story. People remember stories. Your personal story incorporates your value proposition and tells people who you are and what makes you unique. This is what people will remember about you.

    4. Determine Which Platforms Will Support Your Personal Brand

    Decide which social media accounts and online platforms will best represent your brand and allow you to share your voice. In a professional capacity, having a LinkedIn profile and a CV that reflects your brand is key to your positioning in relation to role opportunities. People will be connecting with you because they will like the story you are telling.

    5. Become Recognized for Sharing Your Knowledge and Expertise

    A great way for you to promote yourself is by sharing knowledge and helping others. This is where you prove you know your stuff and you gain exposure for doing so. You can do this through social media, writing, commenting, video, joining professional groups, networking, etc. Find your own style and uniqueness and use it to attract clients, the opportunities, or the jobs you desire.

    The importance of having a personal brand is not going to go away. In fact, it is the only way where you can stand out and be unique in a complex changing world of work. If you don’t have a personal brand, someone will do it for you. If you let this happen, you have no control and you may not like the story they create.

    Standing out from others takes time and investment. Most people cannot make the change by themselves, and this is where engaging a personal brand coach is a viable option to consider.

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    As a personal brand coach, working with my clients to create their personal brand is my passion. I love the fact that we can work together to create a personal story that defines exactly what people will say when you leave the room.

    Other People’s Stories

    Listening to other people’s stories is a great way to learn. In his article, 7 TED Talks About Personal Branding, Rafael Dos Santos presents the best Ted Talks where speakers share their stories about the “why,” “what,” and “how” of personal branding.((GuidedPR: 7 TED Talks About Personal Branding))

    Take some time out to listen to these speakers sharing their stories and thoughts about personal branding. You will definitely learn so much about how you can start your journey of defining yourself and taking control of your professional and personal life.

    Your personal brand, without a doubt, is your secret weapon to your career success. As Michelle Obama said,

    “your story is what you have, what you will always have. It is something to own.”

    So, go own your story. Go on the journey to create your personal brand that defines who you are, highlights your uniqueness, and the value you offer to the world.

    Featured photo credit: Austin Distel via unsplash.com

    Reference

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