[techtalk] OUTLOOK / GMAIL – A Faster Way to Search

Tue Jan 18 15:35:59 PST 2022

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January's Tech-Talk
Special Collection

Click HERE <https://r20.rs6.net/tn.jsp?f=001L8x0UERKCVBpnknGUKD94no5cVKozViK15Qk9VThMs-TkJ20A25YOf2j3IEwYJFv1yGBM49qhMjbBcaw2RngwP0zhVt2DIN1fmKMPVr6s1vAe_snlOui8TwIPyUU3YbOg7HXtBa7icnOFl0mEqMCUeP1k81ARnel&c=6gdZfk0KqAnQcfbhhv3dg795Wa_KJ9Wg1g4bHOI6nepLUxwLkbF92A==&ch=N87IDidAqIN57zoloP4_p-CxqXbBEYuAiI7TPcQ_ADO8Ye0TWiW2tg==> for articles on...

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It helps us know how to shape Tech-Talk for you! New Deadline: January 31st!

This Week's Topic: OUTLOOK / GMAIL

1. ARTICLE & VIDEO ... A Faster Way to Search
2. COMMUNICATING ... The best question you can ask
3. LEADERSHIP ... Do you need to be an Undercover Boss?
4. WEBINARS ...
·     Jan 19: [Desktop] Organizing Your Desktop and Email to Start the Year
·     Feb 2: [Video] How to Add Closed Captions to Your Videos
·     Feb 16: [Communication] The Art of Creating Surveys That Yield Useful Data

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OUTLOOK / GMAIL – A Faster Way to Search
Intermediate

[search]

I was looking for a specific email and didn't remember if it was in my Inbox, a folder, or perhaps it had been deleted. I could spend a lot of time scrolling, clicking and looking for the message, or I could use some of the Advanced Search features to find the particular email quickly.

If you're like me, you may receive hundreds of messages and file them in different folders... so it can feel like you're looking for a needle in a haystack when you need a particular one.

Good news! Whether you use desktop Outlook, Outlook online or Gmail, there's a way to refine your search to find a specific email that you need instantly.

Desktop Outlook 365 or Outlook.live.com

When you can't remember where you saved an email, in the Search box at the top of the window, start typing some key words: the sender's email address, a word that may be in the subject line… something recognizable from that particular email.

In Desktop Outlook 365 and Outlook online, as soon as you type something in the Search window, the Search Tab is activated. Displayed in it are more advanced options to help you narrow the results considerably. Click on one or more of the choices to refine the search by:

·     Senders Name
·     Words in the Subject line
·     If it has an Attachment
·     Category
·     And more...

[search]

TIP: You can even use quotation marks around words or a phrase. This tells the search tool that it must find the words together as they appear in the quotes.

For example, I was searching for an email: 1) from Linda Keefe, 2) that had an attachment, and 3) contained the words "Teams article" in it. We had exchanged many emails for several months on this topic, so I was having problems finding it.

1.  I first typed her Name in the Search box.
2.  I clicked the Subject icon and typed in "teams article"
3.  And clicked the Has Attachments icon.

This narrowed my search to two emails, and I found the one I was looking for.

[email search]

If you are using Outlook online, the process is the same. However, when you type something in the Search bar, if the Search ribbon does not appear, use the drop-down icon in the left of the Search bar to add the refining search options.

[https://files.constantcontact.com/ee1208b4001/ba7f0a1f-ae05-48e8-a244-57dc364b4e3b.png]

Find What You’re Looking for in Gmail

The search option works very much the same in Gmail. Think of it as if you are doing a Google search for information. The more specific you can be, the more likelihood you can narrow it to the content you need.

·     Start by typing a few keywords, or an email address in the top Search bar and press Enter.
·     If you don't find the email you're looking for, click the Advanced Search icon in the right of the bar.

[gmail]

A window will open where you can refine your search further by:

·     Who the email is from
·     Words in the Subject line
·     Date ranges
·     If it has an attachment

The more specific you are with items the email contains, the faster you can zero in on the message that you need. Click the blue Search button when the criteria is updated.

[search in Gmail]

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communication: Talking
The best question you can ask

People come up to you all the time in life with either a complaint, a suggestion or just a comment on the state of things. You're intelligent. You understand what they are saying ... or do you?

·     "I don't like the new policy."
·     "It's hard to find good books to take on a trip."
·     "It would be nice if there were a snack bar here."
·     "The weather has been surprising today."
·     "I'm tired."
·     "You've got a great smile."

One follow-up question, used in many, many situations can open up a whole new insight for you. If you remember this, and use it frequently, you'll be surprised at what will happen.

"What makes you say that?"

Now be careful ... precede it with some non-committal word or phrase before you jump into saying, "What makes you say that?" so that you don't come across as confrontational.

A simple, "yes," "hmm," "really?" "thanks," "you bet" and so on.

So a conversation might look like this:

Student: "It's going to be a terrible day."
Teacher: "Hmm...What makes you say that?"
Student: "It's raining. I forgot my umbrella and I have to walk home."

That simple question can help you gain new perspective. Try it! You'll see.

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[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership
Do you need to be an Undercover Boss?

You've probably seen the TV show Undercover Boss or know about it, right? This is where a corporate CEO puts on a disguise and goes out where his employees are working. The point is to find out what is really going on so they can fix gaps and make the organization stronger.

I was watching an episode about a high-end zipline company in Las Vegas who, despite paying much higher wages, staffing was down 50% of what was needed. The CEO wanted to know why. He hoped that going undercover, working with one of the supervisors, he could "get her insight."

When I heard that, I said to myself, "Why don't you just ask her as the CEO?" Why not hold a round table or conduct some one-on-ones? Why not sit down, build trust and LISTEN to the employees?

If workers feel management is honestly interested in hearing the truth (and plans no repercussions to anyone from what is learned) you don't have to go undercover!

As much as I enjoy the show, in my opinion, if you must go in disguise to get the truth, there is something wrong in the culture.

On the flip side, when you have an environment where employees can routinely share proactive ideas (not complaints), you will discover some of your very best ideas.

Ask yourself, what is in place so that workers can be routinely heard?

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