Mail app Advanced Searching in Windows 10

    Mail app Advanced Searching in Windows 10

    How to Perform Advanced Searches in Windows 10 Mail App
    Published by Category: Browsers & Email
    06 Mar 2017
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    How to Perform Advanced Searches in Windows 10 Mail App

    information   Information
    The Windows 10 Mail app can be searched by typing in keywords into the search box, which will search all emails currently downloaded to the app, whether the computer is currently online or offline.

    However the computer is currently online, then for certain mail providers it is possible to perform a more advanced search, which allows searching of specific fields, searching in a date range, and combining multiple criteria to narrow down the results.

    This technique works differently for different mail providers and may not work for all of them. Currently I have tested it with Outlook, (including Outlook.com and Outlook within Office 365 for Business) and Google's GMail.

    These two services work in a similar way, but the search criteria you can use are specific to the mail provider. Search criteria which work in Outlook are different from the criteria which work for GMail.

    The computer must be online for this technique to work.
    Note   Note
    Microsoft is frequently providing update to the Mail and Calendar app. It is recommended you check the Windows Store for app updates to ensure you are running the latest version of the app.
    Tip   Tip
    You can learn more about search expressions in both GMail and Outlook by using a browser to search their mail websites, and typing these expressions into their search boxes.

    CONTENTS:





    Mail app Advanced Searching in Windows 10 Option One Mail app Advanced Searching in Windows 10
    Search for emails with an Outlook account

    1.1 Gather together information you know or can remember about an email to produce some search criteria. For instance do you know roughly when it was sent, or who sent it? Do you know a sender who the email was definitely NOT from?

    1.2 Use that information to decide if you can use one or more of the keywords in the Advanced Query Search below. The format used is keyword:{search expression} and these can be combined together.

    For example to find emails from David, you might use from:David.

    More details of the possible keywords and expressions are below.

    information   Information

    Outlook Advanced Query Search (AQS) keywords
    Keyword Description
    From: Searches the From field
    To: Searches the To field
    Cc: Searches the Cc field
    Bcc: Searches the Bcc field
    Note:You can't find messages that you received on Bcc
    Participants: Searches the From, To, Cc and Bcc fields
    Subject: Searches the subject
    Body: or
    Content:
    Searches the message body
    Sent: Searches for the date sent
    Search for a range of dates separated by two dots (..)
    Search for relative dates: today, tomorrow, yesterday, this week, next month, last week
    You can search for the day of the week or month of the year.
    It's not clear which date format to use, as the AQS web page does not correspond with actual behaviour for me in the UK. I find YYYY/MM/DD works for me
    Received: Searches for the date received. You can use the same search terms as for Sent.
    Category: Searches the Category field.
    HasAttachment:yes Return only emails with attachments
    HasAttachment:no Return only emails without attachments
    IsFlagged:yes Return only emails which are flagged
    IsFlagged:no Return only emails which are not flagged

    Search Expressions
    • Search expressions in double quotes match emails with all those words in the same order, so the exact expression must match
      For example From:"Ten Forums" would match emails from Ten Forums
    • Search expressions in brackets match emails with all those words, not necessarily in the same order
      For example From:(Forums Ten) would also match emails from Ten Forums

    Wildcards
    The * character can be used as a wildcard, at the end of a search expression but can not be used at the start.

    For example:
    subject:windo* would match emails with a subject of Windows, but
    subject:*ndows would not match any emails

    Boolean expressions
    The Boolean expressions AND, OR, NOT can be used to join multiple keyword searches. These need to be in UPPER CASE. The word AND is assumed if multiple keywords and expressions are used.

    For example:subject:windo* NOT from:"Ten Forums"
    would match emails with a subject of Windows which were not sent from Ten Forums

    Source:Search Mail and People in Outlook on the web for business

    1.3 Create your search expression. Some example search expressions are:
    • Find emails sent by "Ten Forums"
      • from:"Ten Forums"

    • Find emails sent last week
      • Received:"last week"

    • Find emails sent last month
      • Received:"last month"

    • Find emails sent on the 10th of August 2016
      • Received:2016/08/10

    • Find emails sent between the 10th of August 2016 and the 31st of August 2016
      • Received:2016/08/10..2016/08/31

    • Find emails containing the word 'Upgrade', sent in July 2016
      • content:Upgrade AND Received:2016/07/01..2016/07/31

    • Find emails containing the word 'Upgrade', sent in July 2016 (as above but notice the word AND is not required)
      • content:Upgrade Received:2016/07/01..2016/07/31

    • Find emails containing the word 'Upgrade', OR emails sent in July 2016
      • content:Upgrade OR Received:2016/07/01..2016/07/31

    • Find emails containing the word 'Upgrade', which were not sent in July 2016
      • content:Upgrade NOT Received:2016/07/01..2016/07/31

    • Find emails containing the word 'Upgrade', which were not sent in July 2016 or sent by Ten Forums
      • content:Upgrade NOT (Received:2016/07/01..2016/07/31 OR From:"Ten Forums")

    1.4 Type your search expression into the search box in the Windows 10 Mail app, and click on the search icon (the magnifying glass symbol).

    Click image for larger version. 

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    1.5 If this brings back no results, the option to 'Search Online' will appear, in which case you should click on 'Search Online'.

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    1.6 A list of emails matching your search criteria should appear.

    1.7 If you like, you can use the drop down on the right hand side to show results from the current folder or from All folders.

    Click image for larger version. 

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    1.8 Click on one or more emails you want to look at, from the results.

    1.9 Once you have finished searching, use the 'X' to the right of the search box to exit the search mode.

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    Mail app Advanced Searching in Windows 10 Option Two Mail app Advanced Searching in Windows 10
    Search for emails with a GMail account

    2.1 Gather together information you know or can remember about an email to produce some search criteria. For instance do you know roughly when it was sent, or who sent it? Do you know a sender who the email was definitely NOT from?

    2.2 Use that information to decide if you can use one or more of the Google Search Operators below. The format used for many keywords is keyword:{search expression} and these can be combined together.

    For example to find emails from David, you might use from:David.

    More details of the possible keywords and expressions are below.

    information   Information

    Google Search Operators
    Keyword Description Example
    from: Specify the sender from:Forums
    to: Searches the To field to:David
    cc: Searches the Cc field cc:David
    bcc: Searches the Bcc field
    Note:You can't find messages that you received on Bcc
    bcc:David
    subject: Searches the subject subject:Windows
    AROUND Find messages with words near each other. Use the number to say how many words apart the words can be. Note that the word 'AROUND' must be in upper-case dinner AROUND 5 friday
    label: Messages that have a certain label label:friends
    has:attachment Messages that have an attachment has:attachment
    list: Messages from a mailing list list:info@example.com
    filename: Attachments with a certain name or file type filename:pdf
    filename:homework.txt
    in: Messages in the named folder in:Inbox movie
    in:anywhere Messages in any folder, including Spam and Trash in:anywhere movie
    is:important
    label:important
    Search for messages that are marked as important is:important
    is:starred
    is:unread
    is:read
    Starred, unread, or read messages is:read
    is:starred
    is:chat Chat messages is:chat movie
    has:yellow-star
    has:blue-info
    Messages that include an icon of a certain color has:purple-star
    after:
    newer:
    Messages on or after the specified date after:2014/04/16
    newer:2014/04/16
    before:
    older:
    Messages on or before the specified date before:2016/04/16
    older:2016/04/16
    before: older: after:
    newer:
    These can be combined to find messages sent between two dates after:2014/04/16 before:2016/04/17
    older_than:
    newer_than:
    Search for messages older or newer than a time period using d (day), m (month), and y (year) newer_than:2d
    - Remove messages from your results Windows -Android
    returns emails matching the keyword 'Windows' but where the keyword Android not does not appear
    deliveredto: Messages delivered to a certain email address deliveredto:username@gmail.com
    category: Messages in a certain category category:updates
    size: Messages larger than a certain size in bytes size:1000000
    larger:
    smaller:
    Messages larger or smaller than a certain size in bytes larger:10M
    + Results that match a word exactly +unicorn
    rfc822msgid: Messages with a certain message-id header rfc822msgid:200503292@example.com
    has:userlabels
    has:nouserlabels
    Messages that have or don't have a label
    Note: Labels are only added to a message, and not an entire conversation.
    has:nouserlabels
    OR or { } Messages that match multiple terms from:amy OR from:david
    {from:amy from:david}
    " " Search for an exact word or phrase "dinner and movie tonight"
    ( ) Group multiple search terms together subject:(dinner movie)

    Search Expressions
    • Search expressions in double quotes match emails with all those words in the same order, so the exact expression must match
      For example From:"Ten Forums" would match emails from Ten Forums
    • Search expressions in brackets match emails with all those words, not necessarily in the same order
      For example From:(Forums Ten) would also match emails from Ten Forums


    Boolean expressions
    The Boolean expressions AND, OR, NOT can be used to join multiple keyword searches. These need to be in UPPER CASE. The word AND is assumed if multiple keywords and expressions are used.

    For example: subject:windows NOT from:"Ten Forums"
    would match emails with a subject of Windows which were not sent from Ten Forums

    However some expressions cannot be combined with OR or NOT in this way.

    For instance: subject:windows OR after:2016/07/01
    looks like it should messages with either a subject containing 'windows' or sent after 1 July 2016, but this does not work; it only returns messages with a subject containing 'windows' (and probably messages containing the expression 'after:2017/07/01' as a literal text value, but such messages are less likely).

    The equivalent expressions in Outlook can be combined in this way into more complex expressions.

    Source:Search operators you can use with Gmail

    2.3 Create your search expression. Some example search expressions are:
    • Find emails sent by "Ten Forums"
      • from:"Ten Forums"

    • Find emails sent in the last 7 days
      • newer_than:7d

    • Find emails sent on the 10th of August 2016
      • after:2016/08/10 before:2016/08/11

    • Find emails sent between the 10th of August 2016 and the 31st of August 2016
      • after:2016/08/10 before:2016/09/01

    • Find emails containing the word 'Upgrade', sent in July 2016
      • Upgrade AND after:2016/07/01 AND before:2016/08/01

    • Find emails containing the word 'Upgrade', sent in July 2016 (as above but notice the word AND is not required)
      • Upgrade after:2016/07/01 before:2016/08/01

    • Find emails containing the word 'Windows' and 'Creators' within 5 words of each other
      • windows AROUND 5 creators

    • Find emails with a subject of 'Windows' which are NOT from Ten Forums
      • subject:windows -from:(Ten Forums)



    2.4 Type your search expression into the search box in the Windows 10 Mail app, and click on the search icon (the magnifying glass symbol).

    Click image for larger version. 

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    2.5 Normally this will bring back no results but the option to 'Search Online' will appear. Click on 'Search Online'.

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    2.6 A list of emails matching your search criteria should appear.

    2.7 If you like, you can use the drop down on the right hand side to show results from the current folder or from All folders.

    Click image for larger version. 

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    2.8 Click on one or more emails you want to look at, from the results.

    2.9 Once you have finished searching, use the 'X' to the right of the search box to exit the search mode.

    Click image for larger version. 

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    That's it,
    David
  1.    06 Mar 2017 #1
    Join Date : Oct 2013
    Posts : 25,179
    64-bit Windows 10 Pro build 17040

    Great job David.
      My ComputersSystem Spec

 


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