Mimecast for Outlook: Searching Folders

Document created by user.oxriBaJeN4 Employee on Sep 16, 2015Last modified by user.oxriBaJeN4 Employee on Jul 20, 2017
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You can search your Mimecast for Outlook folders for messages using a series of search criteria. This includes your archived folders, if this is enabled as part of your account package. 

 

There following methods of performing a search are available:

  • Smart search (recommended method)
  • Advanced search
  • Search icon (v6.x only)

 

Mimecast for Outlook v7

 

 

Microsoft for Outlook v7.3

 

 

The method of searching using the smart search is the same as v7.1 and v7.2. See the Using the Smart Search section below for full details.

 

Sorting Search Results

 

Sorting Search Results

When the search results are first displayed, they are in descending order (i.e. the newest message is at the top of the results). You can toggle the results to sort between the oldest or newest results.

 

To sort your search results by date either:

  • Click on the Newest icon to sort by the oldest results. The icon's wording changes to "Oldest", to indicate that the messages are sorted with the oldest displayed first.
  • Click on the Oldest icon to sort by the newest results. The icon's wording changes to "Newest",  to indicate that the messages are sorted with the newest displayed first.

 


To save a search:

  1. Saved SearchClick on the Save Search button.
  2. Specify a Name for the saved search. This defaults to the search criteria used.
  3. Click on the Save button.

 

Accessing Recent / Saved Searches

 

The method of accessing a recent or saved search is the same as previous v7.x versions. See the Accessing Recent / Saved Searches section below for full details.

 

Exporting a Search's Results

 

The method of exporting a search's results is the same as previous v7.x versions. See the Exporting a Search's Results section below for full details.

 

 

The method of deleting a saved search is the same as previous v7.x versions. See the Deleting a Saved Search section below for full details.

 

Microsoft for Outlook v7.1 and v7.2

 

Smart Search

 

Smart SearchTo use the smart search:

  1. Click in the Search field located above any folder's contents. A drop down is displayed with some search criteria.
  2. Select the Search Criteria you want to use from the list.
    • To Contact: Start typing a contact's name, and select them from the displayed list.
    • From Contact: Start typing a contact's name, and select them from the displayed list.
    • To or From Contact: Start typing a contact's name, and select them from the displayed list.
    • Subject Contains: Start typing a subject, and select it from the displayed list.
    • Content Contains: Start typing the content you want to search for in the email's content.
    • Attachment Contains: Start typing the content you want to search for in the attachment.
  3. Search OptionsIf required, click on the Date Range icon icon to search over a specific date range (see right).
  4. If required, click on the Search Attachments icon to specify an attachment type filter (see right).
  5. Either:
    • Click on the Search Icon icon.
    • Press the Enter key.
    • Click on the Search Now link (see below).

 

Entering Multiple Search Criteria

 

You can search for multiple criteria. For example:

  • All email from "user 1" AND containing a subject of "contract".
  • All email from "user 1" OR "user 2".

 

To enter multiple search criteria:

  1. Follow the steps above to enter the first set of criteria.
  2. Click on one of the additional options to create another search criteria.

     

    Additional Search criteria

  3. Repeat the step listed above for any additional search criteria.
  4. Click the Search Now link.

 

Accessing Recent / Saved Searches

 

The method of accessing a recent or saved search is the same as previous v7.x versions. See the Accessing Recent / Saved Searches section below for full details.

 

Exporting a Search's Results

 

The method of exporting a search's results is the same as previous v7.x versions. See the Exporting a Search's Results section below for full details.

 

Deleting a Saved Search

 

The method of deleting a saved search is the same as previous v7.x versions. See the Deleting a Saved Search section below for full details.

 

Microsoft for Outlook v7.0

 

Smart Search

Search Field
To use the smart search:

  1. Click in the Search field located above any folder's contents. A drop down is displayed with some search criteria.
  2. Select the Search Criteria you want to use.
  3. Specify what you want to search for. This differs depending on what search criteria you've chosen. For example using:
    • "From Contact" displays a list from which you can select a user's email address.
    • Subject allows you to enter text to search for.
  4. If required, click one of the additional options to create one or more additional search criteria.

     

    Additional Search criteria

  5. Repeat step 3 to specify what you want to search for in the additional search criteria.
  6. Repeat steps 4 and 5 for any additional search criteria.
  7. Click the Search Now link.

 

 

To use the Advanced Search:

  1. Click the Advanced Search Icon icon in the bottom left hand corner of the Mimecast for Outlook window. The Advanced Search panel is displayed.
  2. Complete the dialog as required.
  3. Click the Search button.

 

Saving a Search

 

To save a search for later use:

  1. Click on the Save Search link directly above the search results.
  2. Provide a Name / Description for the search. By default this is the search criteria used.
  3. Click on the Save button. The search is saved in your Saved Searches folder.

 

Search Criteria Info

 

Search TabsAccessing Recent / Saved Searches

 

To access the last ten searches you've performed:

  1. Open the Mimecast for Outlook window.
  2. Click on the Searches tab. The tab expands to display additional menu items.
  3. Click on the Recent Searches tab. The tab expands to display the last ten searches.

 

To access your saved searches:

  1. Open the Mimecast for Outlook window.
  2. Click on the Searches tab. The tab expands to display additional menu items.
  3. Click on the Saved Searches tab. The tab expands to display your saved searches.

 

To run a search from either the Recent Search or Saved Search tabs:

  1. Click on the required Search.
If required, the search criteria can be amended by clicking in the Search field and clicking the Search Now link.

Exporting a Search's Results

 

Searches Popup MenuYou can export the search results from a search to a Microsoft Outlook folder:

  1. Right click on a Smart TagRecent Search, or Saved Search. A popup menu is displayed.
  2. Click on the Export menu item. The Export dialog is displayed on the right of the window.
  3. Select a folder to export to.
  4. Click on the Export button.

 

Deleting a Saved Search

 

You can delete a search from the Recent Searches and Saved Searches tabs:

  1. Right click on a Recent Search or Saved Search. A popup menu is displayed.
  2. Click on the Delete menu item. A confirmation dialog is displayed.
  3. Click on the Delete button. The search is removed from the list.

 

Mimecast for Outlook v6.x

 

There are three methods of performing a search:

  • Smart search
  • Search icon
    • Advanced search

     

    Smart Search

     

    Smart Search is available above the message list in the Microsoft Outlook window. By entering text in the Search field, a search is performed across all aspects of the email (e.g. subject, header, body, attachments, attachment name, attachment type).

     

    To run a search:

    1. Complete the search criteria in the Smart Search box.
    2. Options are displayed as you type allowing you to define advanced criteria without having to understand advanced search operators. Examples include:
      • Matching words in the subject only (subject:review).
      • To or From contacts (to:John).
      • Where the text appears in files (files:review).
    3. Press Enter to run the search. The search results are displayed.

     

    Search Icon

     

    To search using the search icon:

    1. Click on the Mimecast tab.
    2. Click on the Search icon from the Archive section. The Search View opens with the Search tab displayed by default.
    3. Enter the required Search Criteria on the left side of the screen.
      By default, the subject, body, and headers of the message are searched.
    4. Click the Search button. The search results are displayed including the following details:
      • Sender
      • Recipient
      • Subject
      • Date
      • Message size
      • Whether there are attachments
    5. Either:
      • Click on a message to preview it.
      • Double click a message to open it in a new window.

     

    Advanced Search

     

    Searches may be limited to a specific archive folder rather than your entire Archive. You can perform an Advanced Search via a:

    • Search tab
    • Right click menu item on an archive folder
    When searching archive folders, only the parent folder is searched. Child folders are not included.

    To perform an advanced search from the search tab:

    1. Click on the Search tab in the Archive Folders view. The Search Editor is displayed.
    2. Click on the Browse icon in the Folder section.
    3. Select the required folder.
    4. Click on the OK button. The Search Editor dialog is displayed.
    5. Add the required Search Criteria.
    6. Click on the Search button.

     

    To perform an advanced search from the right click menu item:

    1. Right click on a folder in the Archived Folder view. A popup menu is displayed.
    2. Click on the Search Folder menu item. The Search Editor is displayed with the "Folder" field populated with the selected folder's name.
    3. Add the required Search Criteria.
    4. Click on the Search button.

     

    Saving a Search

     

    To save a search with its search criteria for future use:

    1. Click on Save button once the search results have been returned.
    2. Provide a Name / Description for the saved search.
      Saved Searches are stored in Mimecast and are available to all Mimecast end user applications. Saved Searches are accessed from the History tab.

    The History tab

     

    The History tab provides access to the following features:

    • Recent searches
    • Saved searches
    • Common searches
    • Tags

     

    Searches listed in the History tab can have the following actions applied:

    • Run the search again
    • Edit the criteria
    • Delete the entry
    • Export the results of the search

     

    See Also...

     

    Attachments

      Outcomes