How to Use Microsoft Outlook’s New Search Box

You may not realize how strong the Microsoft search box is. It allows you to quickly find files, information, and hints in the Microsoft 365 program you are now using.

Microsoft 365 applications share many search box functionality. Some aspects are more particular to a given application. As we'll talk about today, knowing the key features will help you work more quickly.

The Microsoft Search Box: What Is It?

You have access to an infinite quantity of knowledge because of the Internet. Finding what you desire is all that's required. This idea underlies why the Microsoft search box is so helpful.

With less navigating between programs and files, the search box helps you quickly find the information, file, picture, or person you're looking for.

All Microsoft 365 applications include a search box. The box with the term "Search" welcoming you is located above the ribbon. Depending on your settings, some users may only see a magnifying glass that pops into the box when clicked. The search box may be named Tell Me and include a light bulb in place of a magnifying glass, depending on the Microsoft 365 version you are using.

When you click in the search field, recent searches and recommendations are shown in a dropdown menu. Type one letter and the suggestions will update appropriately.

The search box works best when just one Word or phrase is entered. For instance, Excel's Pivot Table or Word's View. More relevant results will appear as a consequence.

Click on More search results if what you're searching for is not there. You'll probably find what you're looking for there.

Why Should You Search with Microsoft?

You may go to the appropriate folder and access the desired file with only a few touches. Similarly, a browser-based search engine requires a few clicks to get your desired data.

That may be the case.

But when was the last time you gave your access time to a file or piece of information? Any thought? How many clicks or seconds do you need? How much time is lost to concentrated work when seeking documents or information in a setting that is already distracting?

It takes longer than you would have anticipated, particularly when you have a very convenient option at your disposal—type a few words into the search box to discover what you're looking for.

The search engine on Microsoft 365 is a component of a more significant trend toward computers using the information they already have about you more effectively. Microsoft 365's and Google Workspace's search capabilities are now so powerful that using more than a few folders to store files may seem archaic.

Features of the Microsoft Search Box

All Microsoft 365 applications share a few critical aspects of the search box.

Location. The search box is located at the top of the program, above the ribbon; however, depending on your settings, it could be reduced in the shape of a magnifying glass. Alt+Q is the Windows keyboard shortcut.

Phrases or words. You may enter a single word or phrase using the search box to obtain various context-specific results. When using Outlook, for instance, the box will display emails before Word documents.

Memory. The search box will more intelligently surface your search results as it learns your habits. You can instantly re-access your most recent searches since they are stored.

Tips. Put a term linked with the job into the search box to seek instructions on doing a particular activity in an app. You may locate a video or paper in the Help section to help.

Definitions. Want to learn the meaning of a word quickly? You may obtain an answer by typing it.

Obtain files. Your device will discover a file if you type its name in. You may either copy information from it or put the file wherever you are presently working.

Sharing. You may share a link to your current file with colleagues by typing Sharing into the search box.

Actions advised. You may complete the advised activities more quickly by using these context-specific shortcuts. When you click the search box, they come to the surface. You can rapidly access an option or tool by typing a letter into the search box rather than spending a few extra seconds looking for it. For instance, do you wish to access Word's paragraph settings but are unsure of their location? When you type P, the paragraph settings will appear.

Features of the Microsoft Search Box by App

Outlook

BCC. A BCC may be added to an email. Type BCC into the search box if you haven't made this feature always on. The email will include a line for BCC.

Short Steps. Have you installed Quick Steps to organize your Inbox better? The Quick Step choices will appear if you enter the letter Q in the search box.

Put a poll in. Need to poll your coworkers quickly? Open a new email, enter "vote" into the search bar, click the voting icon, and choose the polling method you like.

Using Outlook's Microsoft Search Box to insert a poll is shown in a screenshot.

Use old content. Word distinguishes out for its ability to reuse material from a particular file. You may need to insert some text from another document while working on one. Use the search field to locate the file and open it in the search window. Before pushing, click the three dots next to the file on the right.

Use old content. Next, copy and paste the necessary content into the open document.

Views. Views may be readily changed. You may choose between Grid View, Whole Page, View Gridlines, View Table Gridlines, and View Outline by typing "View" into the search box.

Work faster by using the Microsoft Search Box.

Stop wasting time looking through directories for specific files or scanning the ribbon for the appropriate option. Instead, remain in the Microsoft 365 program you're using and enter a few phrases into the Microsoft search box for results that are relevant to the current context. Much more quickly, you'll locate what you're seeking.