How to Use Search Folders in Microsoft Outlook

Step-by-Step Instructions for Users

Search Folders in Microsoft Outlook are folders that provide an easy way to view emails that meet specific criteria, without moving them from their original location.   

  1. Open Outlook: Launch Microsoft Outlook and navigate to your mail view.
  2. Access Search Folders: In the left side view, scroll down and find the "Search Folders" section. If you don’t see it, expand your mailbox to locate it.
  3. Create a New Search Folder: Right-click "Search Folders" and select "New Search Folder" from the menu.
  4. Select a Search Folder Type: Choose from preset options such as "Unread mail," "Mail flagged for follow up," or "Mail from specific people." You can also create a custom search, scroll down and click "Create a custom Search Folder."
  5. Customize Your Search Criteria: If you select "Custom," click "Choose," then name your folder and set your criteria using the "Criteria" button. You can filter by sender, keywords, date, and more. 
  6. Finish and Use Your Search Folder: Click "OK" to create the Search Folder. It will appear under the "Search Folders" section. Click on your new folder to view emails matching your chosen criteria.
  7. Edit or Delete Search Folders: To change criteria or remove a Search Folder, right-click the folder and select "Customize" or "Delete." Deleting a search folder will not delete any emails, it will only delete that search view you created. 

Search Folders help you quickly access important emails without manually sorting through your inbox. They are dynamic, updating automatically as new emails arrive that fit your criteria. Steps vary slightly depending on the version of Outlook.