Tame your computer - mailbox magic

In her regular series for Cambridge Network members - now in its 15th year - software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she explains how to automatically search all mail folders in all mailboxes (Microsoft Outlook).

Roem tip time logo

During a recent webinar I did in collaboration with the Cambridge Network we looked at ways to tackle information overload. When I shared some of the powerful and frequently unused Outlook search tips, one of the delegates asked whether there was a way to change the default Search setting so that results don’t just show emails from your current folder. Well, you can change it so that it always searches all mail folders in all mailboxes.

Here’s how:

  1. On the File tab, click on Options.
  2. Type the letter S (or click on Search).
  3. Under Results select the All mailboxes radio button.
  4. Press Enter or click OK.

With thanks to Richard for the tip inspiration! Hope you’ve changed your default setting and put some of what you learned into practice.

Related tips:

Find that needle in a haystack

Find even more needles in that haystack

Reduce irrelevant search results

Search for messages sent to a particular person during a certain period of time


By the way, three months ago I started drip-feeding a shortcut of the week on LinkedIn. Follow #CleverClogsTipTime for more shortcuts, hints and tips.

To help you put these tips into practice I have also developed a series of 60-minute webinars, giving you the opportunity to see the hints, tips and time-saving shortcuts in action.


I am also running more comprehensive Excel courses in conjunction with Cambridge Network's Learning Collaboration:

Hints and Tips: Excel - next session 25 March

Hints and Tips: Excel Further Use - next session 5 April


I meticulously test every tip I write to make sure it is correct, easy to understand and time-saving. Let me know if something isn't clear or doesn't work.

Missed an issue? To view all tips created so far – including corrections, where necessary – go to http://roem.co.uk/hints.php

Unless stated otherwise, the steps are written about Microsoft 365 using Windows 10.


22 February 2021

Karen Roem offers software training and support through her company Roem Ltd.  Contact her by email (Karen@roem.co.uk) or visit her website at www.roem.co.uk

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