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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!

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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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    Piotr Nabielec

    Author, CEO, Consultant

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    Last Updated on September 23, 2020

    Do What You Love and Love What You Do to Achieve More

    Do What You Love and Love What You Do to Achieve More

    Are you waking up each day looking for that perfect thing, activity, or job that will make your life work? Or, maybe you are looking for that perfect relationship. Once you “get” this new thing that will allow you to do what you love, you are sure that you will be happy forever.

    In reality, life doesn’t work like that, and we would probably get bored if it did. There is likely no one thing, experience, or activity that will keep you feeling passionate and engaged all the time. What’s important is staying connected to what you love and continuing to grow in the process.

    Here, we’ll talk about how to get started doing what you love and achieving more in life through the motivation it brings. Doing this doesn’t have to take a long time; it just takes determination and energy.

    Most People Already Know Their Passion

    So many people walk around in life “looking for” their passion. They look for it as if true passion is some mysterious thing that is difficult to find and runs away once you find it. However, the problem is rarely lack of passion.

    Most of us already know what we love to do. We know what excites us, even if we haven’t done it for years. Instead, we focus on what we think we “must” do.

    For example, maybe you love building model cars or painting pet portraits. Yet, each day you work a completely unrelated job and make no time for the activity you already know you love. The truth is you probably don’t need to find your passion; you just need to start doing what you already know you’re passionate about[1].

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    No Activity Is Exciting All the Time

    Even people who are living their dream lifestyle or working their dream job don’t love it all the time. Every job or lifestyle has parts of it that we won’t like.

    Let’s say your dream is to become an actress, and you succeed. You may not enjoy the process of auditioning and facing rejection. You may experience moments of boredom when you practice your lines over and over again. But the overall experience is totally worth it.

    Most of life is like that. Don’t set yourself up for disappointment by demanding that life be perfect all the time. If things were perfect and easy, you would ultimately stop learning and growing, and life would begin to lack even more meaning in that case.

    Be grateful for both the good and bad moments as they are both entirely necessary if you genuinely want to do what you love and love what you do.

    Doing What You Love May Not Be Easy

    Living a life you love is unlikely to be easy. If it was, you would not grow very much as a person. And, if you think about a great book or movie, the growth of the main character is what matters most.

    What if the challenges you meet along your path to living a life you love were designed to make you grow as a person? You may actually start looking forward to challenges instead of dreading them. An easy life hardly ever makes a compelling story.

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    If you struggle to overcome challenges, try writing them down each time you encounter one. Then, write down three ways you could tackle it. Try one, and if it doesn’t work, try another. This way, you’ll learn what does and doesn’t work for you.

    How to Do What You Love

    There are many small steps you can take to ensure you are making time to do the things you love. Start with these, and you’ll likely find that you’re already on the right track.

    1. Choose Your Priorities Wisely

    Many people claim they want to do something, yet they don’t do it. The truth is they might not really want to do it in the first place[2].

    We all end up following through on what matters most to us. We make decisions moment by moment about what we need to focus on. What we choose to do is what we deem most important in our lives.

    If there is something you claim you want to do but you don’t do it, try asking yourself how much you really want it or where it’s currently placed on priority list. Are there other things you want more?

    Be honest with yourself: what you currently do each day is a reflection of your priorities. Recognize that you can change your priorities at any time.

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    Make a list of your priorities. Really take the time to think this through. Then, ask yourself if what you are doing each day reflects them. For example, if you believe your top priority is spending more time with your family, but you consistently take on extra hours at work, you’re not really prioritizing things in the way you think you are.

    If this is happening, it’s time to make a change.

    2. Do One Small Thing Each Day

    As stated above, doing what you love doesn’t have to mean finding that perfect job that makes you want to jump out of bed in the morning. If you want to do what you love, start with one small thing each day.

    Maybe you love reading a good book. Take ten minutes before bed to read.

    Maybe you love swimming. Get a membership at the local YMCA, and go there for thirty minutes after work each day.

    Dedicating even a short amount of time to something that brings you joy each day will improve your life overall. You may find that, over time, a career path related to what you love to do pops up. After doing the thing you love each day, you’ll be more than prepared to take it on when the opportunity arises.

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    If you need help making time for your passions, check out this article to get started.

    3. Prepare to Make Sacrifices

    If you are an exceptionally busy person (aren’t we all?), you may have to make sacrifices in order to make space for the things you are passionate about. Maybe you take on less extra hours at the office or take thirty minutes away from another hobby in order to develop another that you enjoy.

    Looking at your priority list will help you decide what can get put on the back burner and what can’t. Remember, do this thinking about what will help you feel good about how you’re spending your time. 

    For example, if you love writing but rarely make time for it, consider getting up 30 minutes earlier than normal. Or instead of browsing your phone for 30 minutes before bed, you can write instead. There is always a way to find time for what you love.

    Final Thoughts

    If you love what you do, each day becomes a joyful adventure. If you don’t love what you are doing, life feels like a chore. The best way to achieve success is to design a life you love and live it every day.

    Remember, doing something you love doesn’t have to include big gestures or time-consuming projects. Start small and grow from there.

    More on How to Do What You Love

    Featured photo credit: William Recinos via unsplash.com

    Reference

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