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About this lesson
Find events within your Calendar can be done easily with a range of options and features.
Exercise files
Download this lesson’s exercise file.
4.07, Search the Calendar - Exercise.docx69 KB
Quick reference
Search the Calendar
How to search and find a certain appointment or date quickly.
When to use
Through the course of using the Outlook Calendar, you will have times when a fast search for a certain item is necessary. This lesson shows you how to do it.
Instructions
- To quickly skip ahead or back to other months
- On the Navigation pane calendar, click and hold the Month name
- A span of prior and future months will appear, just click the one you want. You may have to select a month and then repeat this process to get to the right one.
- On the Navigation pane calendar, click and hold the Month name
- To go to a specific date:
- Right-click the calendar and choose “Go To Date” (or Press Ctrl + G):
- Choose your date and click OK
- Right-click the calendar and choose “Go To Date” (or Press Ctrl + G):
- Search Calendar for words or categories
- By far the most efficient tool is the Search Calendar box (or press Ctrl + E)
- Type any word or category name into the Search box and the results will display as a spreadsheet list:
- To clear or “Close” the Search box, click the “X” on the right side:
- By far the most efficient tool is the Search Calendar box (or press Ctrl + E)
- On the Search toolbar, click the Categorized button, select "Any category"
- 00:05 We're going to review how to quickly search your calendar because sometimes
- 00:09 stuff gets lost.
- 00:10 So, the quickest way, notice that I am on my Week view, and
- 00:14 above my calendar have two arrows.
- 00:17 This will take me to next week, and next, and next, or previous, previous, previous.
- 00:23 On the left, I have a full size calendar, and so I can go to the next month, month,
- 00:28 month, or the previous month.
- 00:31 I can also press and hold the name of the month and move my mouse and
- 00:36 select April, or do it again to July, or again to October.
- 00:42 Maybe I need to find October 2025.
- 00:45 Anywhere in the calendar, just right-click,
- 00:50 Go to Date, and choose October 2025.
- 00:57 To reset yourself, simply hit the Today button.
- 01:02 And you're back to today.
- 01:03 Sometimes we need to go into a deep dive for searching.
- 01:07 Let's take our eyes up to the title bar where we see a search box.
- 01:11 When I click this, a ribbon's going to show up called Search,
- 01:15 Search ribbon with all of these options.
- 01:18 So I can search by Organizer.
- 01:20 Now watch what happens on that search box when I hit Organizer.
- 01:23 It throws in some programming code, but the part in blue is what I need to type,
- 01:27 the Sender Name.
- 01:30 Okay, I deleted that and I'm going to hit Subject.
- 01:32 Again, programming code, the part in blue is what I need to type, deleting that.
- 01:38 Same for Attachments and Categorized.
- 01:42 So now I can find any appointment that's been categorized yellow.
- 01:46 And there we have a couple categories of yellow.
- 01:49 To reset, just click on the calendar itself and
- 01:52 it resets back to the main view.
- 01:54 Now I can click on the search and go right back to my list.
- 01:58 Notice under categories, way at the bottom,
- 02:01 I want to find any appointment that has not been categorized.
- 02:04 So I'm going to click on the No Categories.
- 02:07 And here we have a full list, now, this is an active calendar and
- 02:10 I do have a category column over here.
- 02:13 When I float my mouse, I could actually right-click and choose a category.
- 02:18 Now the minute I apply color, it's going to leave this list because remember,
- 02:21 I'm looking for the not categorized.
- 02:24 So the minute I categorize it, it won't be on this list anymore.
- 02:28 Clicking the color and it vanished.
- 02:31 How about requests not responded to?
- 02:33 So if I sent out a meeting request and they haven't responded,
- 02:36 it's going to look in the tracking background of that request.
- 02:40 I'm going to reset to calendar, go back to my search box, and
- 02:44 look at all calendar items, or just my current folder, my subfolders.
- 02:51 Now, this is referring to my calendars and subfolders.
- 02:56 Or all Outlook items, that means emails, contacts, tasks.
- 03:01 Shows me my recent search options or the search tools,
- 03:06 indexing status, locations.
- 03:09 Advanced find, this is interesting.
- 03:12 There are tabs in the background for you to choose.
- 03:15 You can get very detailed in what you're looking for.
- 03:18 I'll close this, click on Search again, search tools again, and then search
- 03:24 options, which is where I set up how I want my default search to perform.
- 03:29 Hit OK.
- 03:30 And the very last item on the search ribbon is the Close Search.
- 03:34 Because if you've gone through all that and you haven't found what you're looking
- 03:39 for, the most likely scenario is that that appointment has been deleted and
- 03:42 it's gone from your system, and that happens as well.
- 03:46 In the meantime, at least now you know how to thoroughly search your entire calendar.
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