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Microsoft Outlook 2007

Viewing Email with Filters

Filters provide a way to view only messages that meet specific criteria; it is a way to categorize and reduce clutter for easier reading. When a Filter is applied to a folder, the words "Filter Applied" appear in the status bar in the lower left corner of the screen. Only messages that meet the criteria will be visible in the folder. All of the other messages still reside in the Filtered email folder and can be viewed by simply removing the Filter.

return to topAccessing the Filter Dialog Box

Regardless of the type of Filter you want to apply, you will use the Filter dialog box. Use the following instructions to open it.

  1. Select the email folder you want to apply a Filter to

  2. From the View menu, select Current View » Customize Current View...
    The Customize View: Messages dialog box appears.

  3. Click FILTER...
    The Filter dialog box appears.
    Filter Dialog Box

return to topAdding Filters: Basic Options

The Messages tab of the Filter dialog box allows you to filter messages by keywords, the sender, or the recipient of a message. You can filter any one of these criteria or use them in combination for a more specific filter.

  1. Access the Filter dialog box
    The Filter dialog box appears.

  2. If necessary, select the Messages tab

  3. To filter by keywords,
    1. In the Search for the word(s) text box, type the word(s) to look for
      HINT: Separate multiple words with commas.
    2. From the In pull-down list, select the field you want to search
      HINT: For the broadest search, select frequently-used text fields.

  4. To filter by sender,
    1. Click FROM...
      The Select Names dialog box appears.
    2. From the Address Book pull-down list, select the desired source
    3. In the Search text box, type a name or select a name from the corresponding listing
    4. Click FROM
      The selected name appears in the From listing.
    5. To add additional addresses, repeat steps a-d
    6. Click OK
      This returns you to the Filter dialog box.

  5. To filter by recipient,
    1. Click SENT TO...
      The Select Names dialog box appears.
    2. From the Address Book pull-down list, select the desired source
    3. In the Search text box, type a name, or select a name from the corresponding listing
    4. Click SENT TO
      The selected name appears in the Sent To listing.
    5. Click OK
      This returns you to the Filter dialog box.
    6. Select Where I am
    7. From the Where I am pull-down list select the desired option

  6. Click OK

  7. Click OK
    Messages meeting the criteria are displayed.

  8. When done viewing the filtered messages, remove the filter

return to topAdding Filters: More Choices

The More Choices tab of the Filter dialog box allows you to filter based on the Category assigned to a message or message characteristics such as whether it has been read or whether it has an attachment. You can filter on any one of these criteria or use them in combination (including in combination with criteria set on the Messages tab) for a more specific filter.

  1. Access the Filter dialog box
    The Filter dialog box appears.
    Filter dialog box: More Choices tab

  2. Select the More Choices tab

  3. To filter by message Category,
    1. Click CATEGORIES...
      The Color Categories dialog box appears.
    2. From the Color Categories scroll box, select the desired category(ies)
      HINT: An option is selected if a checkmark appears before it.
    3. Click OK
      The category(ies) appears in the Categories... text box.

  4. To filter on a message characteristic,
    1. Select the characteristic
      HINT: An option is selected if a checkmark appears before it.
    2. From the corresponding pull-down list, select the desired option

  5. Click OK

  6. Click OK
    Messages meeting the criteria are displayed.

  7. When done viewing the filtered messages, remove the filter

return to topAdding Filters: Advanced Options

With this option you can Filter based on the criteria which you define from different fields. The criteria you set here may be used in combination with criteria set on the Messages and More Choices tab, to create a more specific filter.

  1. Access the Filter dialog box
    The Filter dialog box appears.

  2. Select the Advanced tab
    Filter dialog box: Advanced tab

  3. From the Field pull-down list, select the desired field » the desired option

  4. From the Condition pull-down list, select the desired option

  5. In the Value text box, type or select the desired value

  6. Click ADD TO LIST
    The items you specified now appear in the Find items that match these criteria listing.

  1. Click OK

  2. Click OK
    Messages meeting the criteria are displayed.

  3. When done viewing the filtered messages, remove the filter

return to topRemoving Filters

When you no longer want to view the folder through the filter, you can remove it. You can eliminate Filters all at the same time or individually.

  1. Access the Filter dialog box
    The Filter dialog box appears.

  2. To remove all Filters, click CLEAR ALL
    To remove individual Filters, delete the Filter criteria that you no longer wish to apply.

  3. Click OK

  4. Click OK

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