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Microsoft Outlook 2003

Viewing Email with Filters

Filters provide a way to view only messages that meet specific criteria so 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. The 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 topAdding Filters

You have many options regarding how to apply Filters. You can apply basic Filters based on specified words, the From address, or the To address. You can also apply more advanced Filters based on categories, general message characteristics, or field criteria. Depending on the criteria, you may specify them in combination.

Accessing 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 Arrange By »Current View » Customize Current View...
    The Customize View: Messages dialog box appears.

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

Adding Filters Based on a Word(s)

You can design a Filter that is based on one or more keywords.

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

  2. If necessary, select the Messages tab

  3. In the Search for the word(s) text box, type the word(s) to look for
    HINT: Separate multiple words with commas.

  1. From the In pull-down list, select the field you want to search
    HINT: For the broadest search, select frequently-used text fields.

  2. Click OK

  3. Click OK

Adding Filters Based on the From Address

To Filter based on the From address (i.e., the address of the person who sent you a message), use the following instructions:

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

  2. If necessary, select the Messages tab

  3. Click FROM...
    The Select Names dialog box appears.

  4. From the Show Names from the pull-down list, select the desired source

  5. In the Type Name or Select from List text box, type a name or select a name from the corresponding listing

  6. Click FROM
    The selected name appears in the From listing.

  7. To add additional addresses, repeat steps 4 to 6

  8. Click OK

  9. Click OK

  10. Click OK

Adding Filters Based on the To Address

If you are Filtering your Inbox, the address on the To line will usually be your own. But, exceptions can occur (e.g., your name could be part of a list). You can still Filter with this option by specifying whether you are alone on the To line, with other names on the To line, and so on.

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

  2. Click SENT TO...
    The Select Names dialog box appears.

  3. From the Show Names from the pull-down list, select the desired source

  4. In the Type Name or Select from List text box, type a name, or select a name from the corresponding listing

  5. Click SENT TO
    The selected name appears in the Sent To listing.

  6. Click OK
    This returns you to the Filter dialog box.

  7. Select Where I am and from the pull-down list select the desired option

  8. Click OK

  9. Click OK

Adding Filters Based on Categories

With this option, you can apply a Filter based on categories (e.g., Business, Ideas, Personal)

NOTE: Categories can be automatically assigned to incoming messages by creating a rule. For more information, refer to Using Rules to Organize Your Email.

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

  2. Select the More Choices tab

  3. Click CATEGORIES...
    The Categories dialog box appears.

  4. From the Available categories scroll box, select the desired category(ies)

  5. Click OK
    The category(ies) appears in the Categories... text box.

  6. Click OK

  7. Click OK

Adding Filters Based on Message Characteristics

You can Filter messages based on message characteristics (e.g., read/unread, attachments, importance).

NOTE: You can pick and choose from the following filter options, you do not have to perform all.

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

  2. Select the More Choices tab

  3. Select one or more of the following Filter options:
    • To Filter based on a message being read or unread, select the Only items that are check box and make the desired selection from the pull-down list
    • To Filter based on attachments, select the Only items with check box and make the desired selection from the pull-down list
    • To Filter based on a message's importance, select the Whose importance is check box and make the desired selection from the pull-down list
    • To Filter based on a message's flag, select Only items which check box and make the desired selection from the pull-down list

    • To Filter based on message size, from the Size pull-down listing, select the desired option and fill in the corresponding text boxes

  4. Click OK

  5. Click OK

Adding Filters Based on Fields

With this option you can Filter based on the criteria which you define from different fields.

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

  2. Select the Advanced tab
    Advanced Filter dialog box

  3. Click FIELD

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

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

  6. In the Value text box, type the desired value

  7. 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

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
    OR
    To remove individual Filters, delete the Filter criteria that you no longer wish to apply
    If necessary, select the More Choices or Advanced tab to navigate to the Filter criteria you wish to remove.

  3. Click OK

  4. Click OK

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