Advertising
Advertising

How to Start an Effective Email Search

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!

Advertising

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.

Advertising

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

Advertising

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.

    Advertising

    • 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!

    More by this author

    Piotr Nabielec

    Author, CEO, Consultant

    How to Really Achieve Goals 8 Outlook Hints Everyone Should Know 7 Things Smart Learners Do Differently 10 Ways To Have Quality Sleep That You Probably Don’t Know 9 Things You Can Do To Completely Unleash Your Potentials

    Trending in Work

    1 20 Best Places to Work for a Great Career in 2018 2 22 Team Building Activity for Work That Are Fun and Encourage Creativity 3 17 Types of Online Work at Home Jobs that Really Pay Off 4 How to Improve Your Computer Skills to Get Ahead in Your Career 5 How to Answer the Tough Question: What are Your Salary Requirements?

    Read Next

    Advertising
    Advertising

    Last Updated on November 5, 2018

    20 Best Places to Work for a Great Career in 2018

    20 Best Places to Work for a Great Career in 2018

    Looking for a job? There’s no doubt to the fact you will want to work with a company that appreciates you for who you are.

    Well, good news. The labor market today is one that has peened up with more opportunities for advancement and personal employee improvement. This is partly due to the fact that a lot of companies have been made to understand the value of their biggest assets: the employees.

    To wit, here’s a list of companies- across a wide array of industries- that have been able to develop working environments that are healthy and accommodating to workers.

    Take a look at these 20 best place to work for a great career:

    1. Salesforce, San Francisco, California,

      Salesforce is in the information technology business and the company ranks highest due to their commitment to learning and innovation. They are ready to try new things and everyone with a new idea is always welcome to share it at the company. The company has also been known to exhibit an exceptional approach to alignment.

      Find out more about careers in Salesforce

      2. Wegmans Food Markets Inc.,Rochester, New York

        Based in Rochester, New York, employees have been known to enjoy a sense of purpose from working here. The company has been able to achieve an optimal level of engagement across all working tiers and they’ve been able to achieve great things together. They even do deliveries.

        Find out more about careers in Wegmans

        3. Ultimate Software, Weston, Florida

          Employees get amazing benefits here but that’s not the only reason why this place is so awesome to work. Whenever there is a need or a death of an Ultipeep or any of other family members, the company shows love and support like no other.

          Find out more about careers in Ultimate Software

          Advertising

          4.The Boston Consulting Group, Inc., Boston, Massachusetts

            Development is at the center of anything that goes on here. The business is about people and employees are the company’s biggest asset. Employees are able to challenge the status and also leave impacts on clients.

            Find out more about careers in The Boston Consulting Group

            5. Edward Jones, St. Louis, Missouri

              Edward Jones is admired for their ability to acknowledge history without being mired down by it. The company builds on a solid foundation but there is also a level of flexibility that allows for innovation.

              Find out more about careers in Edward Jones

              6. Kimpton Hotels and Restaurants, San Francisco, California

                Kimpton is a trendsetter in the hospitality industry. The company always strives to try something different and that perspective is welcomed there at all times. Enjoy the weekends with luxury rooms, conformable mattress, furnished and well dressed service staff. A great opportunity for job seekers.

                Find out more about careers in Kimpton Hotels and Restaurants

                7. Workday, Pleasanton, California

                  Newbies will find no issues with feeling welcome and at home here as this has always been a core culture component of the IT giant. Everyone is treated like family and this fosters a sense of oneness.

                  Find out more about careers in Workday

                  8. Genentech, South San Francisco, California

                  Advertising

                    Here, employees are encouraged to be themselves. There is a feeling of care, safety, and acceptance that you get here that you can’t get at many firms. The development of an all-inclusive environment has always been foundational.

                    Find out more about careers in Genetech

                    9. Deloitte, New York, New York

                      Deloitte is one of the biggest professional service providers in the world, noted for their focus on constant learning, development and improvement. They invest in their employees and are concerned about their well being.

                      Find out more about careers in Deloitte

                      10. Baird, Milwaukee, Wisconsin

                        Baird is a financial services provide that is known for adopting a “no asshole policy’ which guides the way people relate with and respect each other, regardless of their position on the company’s hierarchy.

                        Find out more about careers in Baird

                        11. Quicken Loans, Detroit, Michigan

                          At Quicken Loans, the views and opinions of everyone are respected and heard. The organization is revered for the amount of investment they put in their team members and everyone looks for ways to grow and be better.

                          Find out more about careers in Quicken Loans

                          12. Capital One, Mclean, Florida

                            Capital One has adopted a culture that encourages employees to take risks and try new things. They foster a healthy work-life balance and associates are challenged to live better lives.

                            Advertising

                            Find out more about careers in Capital One

                            13. Cooley LLP, Palo Alto, California

                              Cooley LLP is a law firm known for their ability to care about the company culture and being able to develop a working environment that is empowering and fun. Cooley is known to go for the best when it comes to their employees, regardless of the occasion.

                              Find out more about careers in Cooley LLP

                              14. Southern Ohio Medical Center, Portsmouth, Ohio

                                The medical center has been known for their propensity to delegate so much to their employees, thereby providing them with the ability to grow and learn on the job. In the end, you get a workplace that is all-engaging and super fun.

                                Find out more about careers in Southern Ohio Medical Center

                                15. American Express, New York, New York

                                  American Express is a firm that celebrates wins, no matter how small. Everyone is made to share the same attitude towards service and the people they are to serve, thereby making people care about what they do.

                                  Find out more about careers in American Express

                                  16. Adobe Systems Inc., San Jose, California

                                    The culture at Adobe Systems is one that encourages employees to develop their own ideas and get a strong viewpoint. As opposed to encouraging competition, work-life balance is fostered everywhere here.

                                    Find out more about careers in Adobe Systems Inc.

                                    Advertising

                                    17. The Cheesecake Factory Inc., Calabasas, California

                                      The Cheesecake Factory rewards dedication and hard work. Promotions come pretty easy, and there is always space for guidance to develop your experience and skills.

                                      Find out more about careers in The Cheesecake Factory Inc.

                                      18. Sap America, Newtown Square, Pennsylvania

                                        If you’re looking for a new career path, SAP might be the best bet for you. The company is adept at recognizing value and transferable skills. And you can always look for a new path while maintaining your employment.

                                        Find out more about careers in Sap America

                                        19. NVIDIA Corporation, Santa Clara, California

                                          NVIDIA is known for looking after even the smallest of things. With even a “pets allowed” policy this company accepts you for who you are, and helps you to work within your personality. Advancement is also fostered, and you are able to collaborate effectively.

                                          Find out more about careers in NVIDIA

                                          20. KPMG LLP, New York, New York

                                            Communication and progressive collaboration are the foundation of this company’s workforce treatment. Regardless of the level you are, someone is always at the ready to help and the company rewards extra effort with gratitude.

                                            Find out more about careers in KPMG LLP

                                            All in all, it’s safe to say that you will be able to find somewhere to apply your skills (whatever they are) that is all inclusive and highly accommodative. Companies today are being made to understand how much they can get when they treat their employees right and this has opened the door to an encouraging work environment for all.

                                            Happy job hunting!

                                            Featured photo credit: Pexels via pexels.com

                                            Read Next