7.4 Using Advanced Find

7.4.1 Composing an Advanced Find

  1. Click Find in the item list.

    or

    Click the Filter drop down, then select in Mailbox.

  2. In the Find pop out, select Look For > More Options, then in the old Find dialog, click Advanced Find.

  3. Select a field in the first drop-down list, click an operator, then type or select a value.

    For an explanation of the available fields, see Section 7.4.2, Selecting Fields in Advanced Finds and Rules.

    The available operators depend on the field you choose. For information about the operators and their functions, see Section 7.4.3, Using Operators in Advanced Finds and Rules and Section 7.4.4, Using Wildcard Characters and Switches in Advanced Finds and Rules.

  4. Click the last drop-down list, then select an action:

    And: Creates a new row. The Find results list items that match the conditions in each row joined by And.

    Or: Creates a new row. The Find results list items that match the conditions in either row joined by Or. The items don’t need to match the conditions in both rows.

    Insert Row: Inserts a new row below the current row and pushes the remaining rows down. Insert Row is useful if you have already created some search criteria and you want to add more criteria in the middle.

    Delete Row: Removes the current row from the search criteria.

    New Group: Begins a new group of rows. You can then join the groups by an And or Or. If two groups are joined by And, the items must match all conditions in both groups. If two groups are joined by Or, the items must match all conditions in either group, but not necessarily both.

    End: Designates the last row of conditions in the search criteria. If you select End in a row that is followed by other rows or groups, the subsequent rows and groups are deleted.

  5. Click OK to transfer your search criteria to the Find dialog box.

  6. Click OK to begin the Advanced Find.

  7. (Optional) In the Find Results tab, click Save to store your Advanced Find for future use.

7.4.2 Selecting Fields in Advanced Finds and Rules

This section explains many of the fields available to you when you’re creating an Advanced Find or a rule. Other user-defined fields might also be available.

Field Name

This Field Refers to:

Field Criteria Entry

% Complete

The amount of a task that has been finished.

Specify the task completion percentage. You can use equal to, less than, greater than, and so on.

Account

The account used to send an item, or the account the item was received from.

Specify GroupWise, POP3, IMAP, or NNTP.

Assigned Date

The start date of a task.

Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.

Attachment List

Types of attachments such as files, sounds, movies, or OLE objects.

Rules that inspect the attachment list for attachments recognize attachments only when the attachments are at the first level of the message. Attachments that are nested further down in the message hierarchy are not recognized by the rule.

Select an attachment from the drop-down list.

Attachments

Attachments containing certain text or phrases that you specify.

Specify attachment text.

Author

The name of the person who authored a document.

Specify the document author’s name.

Caller’s Company

Text appearing in the Caller’s Company field of a phone message.

Specify a company name.

Caller’s Name

Text appearing in the Caller field of a phone message.

Specify a caller name.

Caller’s Phone Number

A phone number appearing in the Phone field of a phone message.

Specify a phone number.

Category

The category assigned to an item.

Specify an existing category.

Cc

A person’s name appearing in the CC field of an item.

Specify a CC field name.

Completed Date

The date when a user marks a task Completed.

Specify the task completion date. You can use Equal To, or you can use Before or After today’s date.

Copy Type

The type of message a user receives (To, CC, or BC).

Select To, CC, or BC from the drop-down list.

Created

The date you clicked the Send button or posted a personal item to your Calendar.

Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.

Date Opened

The date a document was last opened.

Depending on the operator, you can specify a time period that the document falls within, or specify an exact date.

Delivered

The date and time that the item appeared in the recipients’ Mailboxes.

Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.

Document Created Date

The date the document was created.

Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.

Document Creator

The name of the person who created the document.

Specify the document creator’s name.

Document Number

The number of a document.

Specify an integer.

Document Type

The type of a document in the library, such as a form, expense report, or memo.

Specify a document type.

Due / End Date

The date that a task is due, or the end date and time of an appointment.

Depending on the operator, you can specify a time period that the task or appointment falls within, or specify an exact date.

Filename Extension

The file name extension of a document in a library.

Specify a file name extension (for example, .exe).

From

The name of a person in the From field of an item.

Specify the From field.

Item Source

Whether the item was received, sent, posted, or a draft.

Select the item source from the drop-down list.

Item Status

Whether an item has been accepted, completed, opened, read, marked private, or the subject is concealed.

Select the item status from the drop-down list.

Item Type

Types of items such as mail messages, appointments, and so on.

Select the item type from the drop-down list.

Library

The library in which documents are stored.

Select the library from the drop-down list.

Message

Text appearing in the Message field of an item.

Type part or all of the Message field.

My Subject

Text appearing in the My Subject field.

Specify part or all of the My Subject text.

Number Accepted

The number of recipients that have accepted an item you sent.

Depending on the operator, you can specify an integer or select a variable from the drop-down list.

Number Completed

The number of recipients that have completed an item you sent.

Depending on the operator, you can specify an integer or select a variable from the drop-down list.

Number Deleted

The number of recipients that have deleted an item you sent.

Depending on the operator, you can specify an integer or select a variable from the drop-down list.

Number Opened

The number of recipients that have opened an item you sent.

Depending on the operator, you can specify an integer or select a variable from the drop-down list.

Number Replied

The number of recipients that have replied to an item you sent.

Depending on the operator, you can specify an integer or select a variable from the drop-down list.

Opened By

The name of the person who last opened this version of a document.

Specify a name.

Personal Attachments

Text in attachments that have been added to received items.

Type the text to search for.

Place

Text appearing in the Place field of an appointment.

Type part or all of the Place field contents.

Posted By

Name appearing in the From field of a personal item.

Specify the From field.

Priority

The priority of an item: high, standard, or low.

Select the priority from the drop-down list.

Send Options

Items with a Reply Requested send option.

Select the option from the drop-down list.

Size

The size of an item, including its attachments.

Specify an integer.

Started

The start date of a task. When a task is carried forward to the next day, the start date becomes the new date.

Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.

Subclass

Other items such as forms, custom messages, and C3PO programs.

 

Subject

Text appearing in the Subject box of an item.

Specify part or all of the Subject field contents.

Task Category

The alphabetical priority of a task (A, B, C, and so on).

Specify a single letter.

Task Priority

The numerical priority of a task (1, 2, 3, and so on).

Specify an integer.

Thread State

The “state” assigned to an item in a message thread.

Specify Read, Watch, or Ignore.

To

A person’s name appearing in the To field of an item.

Specify a To field name.

Total Recipients

The total number of recipients of an item.

Depending on the operator, you can specify an integer or select a variable from the drop-down list.

Version Created Date

The date a specific version of a document was created.

Depending on the operator, you can specify a time period that the document falls within, or specify an exact date.

Version Creator

The name of the person who created this version of a document.

Specify the document creator’s name.

Version Description

The description of the document version.

Specify a document version description.

Version Number

The version number of the document.

Select the version from the drop-down list, or click Select Version and specify the version number.

Version Status

The current status of a document.

Select a status from the drop-down list.

View Name

The name of the view in which you’re creating or reading an item. The view names correspond to the names displayed when you click the down-arrow next to the item view buttons on the toolbar.

Specify a view name.

7.4.3 Using Operators in Advanced Finds and Rules

When you use Advanced Find, as described in Section 7.4.1, Composing an Advanced Find, the Advanced Find dialog box appears. Select the field in the first drop-down list, then select the operator from the Operator drop-down list Operator List icon. The available operators depend on the field you have selected in the first drop-down list.

When you select a field that allows you to type text, such as Subject, the following operators are available:

  • Contains

  • Does Not Contain

  • Begins With

  • Matches

  • Not Equal To

The wildcard characters and switches that these text-based operators support differ depending on the operator. For more information, see Section 7.4.4, Using Wildcard Characters and Switches in Advanced Finds and Rules.

For more information about each text-based operator and the results they include, as well as all other operators, see the following table:

Operator

Example

Result Includes

= Equal To

Item Type = Mail

Only mail messages.

! Not Equal To

Item Type ! Appointment

All item types except appointments.

Searches on individual characters. Supports * and ? wildcards. You can include punctuation, white space, and parts of words.

< Less Than

Number Accepted < 4

Items that fewer than 4 recipients accepted.

<= Less Than or Equal To

Number Accepted <= 4

Items that 4 or fewer recipients accepted.

> Greater Than

Number Read > 6

Items that more than 6 recipients read.

>= Greater Than or Equal To

Number Read >= 6

Items that 6 or more recipients read.

= Equal to Field

Number Accepted = Total Recipients

Items where the number of recipients who accepted equals the total number of recipients.

! Not Equal to Field

Number Read ! Number Accepted

Items where the number of recipients who read the item is not equal to the number of recipients who accepted.

< Less Than Field

Number Opened < Total Recipients

Items where the number of recipients who opened the item is less than the total number of recipients.

<= Less Than or Equal to Field

Number Opened <= Total Recipients

Items where the number of recipients who opened the item is less than or equal to the total number of recipients.

> Greater Than Field

Number Opened > Number Deleted

Items in which the number of recipients who have opened the item is greater than the number of recipients who have deleted the item.

>= Greater Than or Equal to Field

Number Opened >= Number Deleted

Items where the number of recipients who have opened the item is greater than or equal to the number of recipients who have deleted the item.

[ ] Includes

Item Status [ ] Completed

Items that have been completed.

! Does Not Include

Item Status ! Accepted

Items that have not been accepted.

[ ] Contains

From [ ] Bill

Items where the From field contains "Bill," such as items from Bill Jones, Bill Smith, and so on.

Searches on entire words. Does not support * and ? wildcard characters. However, does support AND, OR, and NOT switches (with their corresponding punctuation &, |, and !). Quotation marks surrounding a phrase searches for the complete phrase. All other punctuation is ignored. White space is considered an AND.

[x] Does Not Contain

From [x] Bill

Items where the From field does not contain “Bill,” such as items from Bill Jones, Bill Smith, and so on.

Searches on entire words. Does not support * and ? wildcard characters. However, does support AND, OR, and NOT switches (with their corresponding punctuation &, |, and !). Quotation marks surrounding a phrase searches for the complete phrase. All other punctuation is ignored. White space is considered an AND.

|-> Begins With

To |-> cli

Items where the To field begins with “cli” such as “Client Group” or “Clive Winters.”

Searches on individual characters. Supports * and ? wildcard characters. You can include punctuation, white space, and parts of words.

= Matches

Subject = customer reports

Items where the Subject field reads “Customer Reports.”

Searches on individual characters. Supports * and ? wildcard characters. You can include punctuation, white space, and parts of words. For example, with the Subject field, you can use the Matches operator and search for *report* and find the subject Customer Reports.

= On

Created = Today

Items that were sent today.

>= On or After

Created >= Yesterday

Items that were sent yesterday or later.

> After

Created > Yesterday

Items that were sent later than but not including yesterday.

< Before

Due/End Date < Tomorrow

Tasks that are due before tomorrow.

<= On or Before

Due/End Date <= Tomorrow

Tasks that are due tomorrow or earlier.

-> Within

Due/End Date -> 3 Day

Tasks that are due between and including today and three days after today.

<- Previous

Due/End Date <- 3 Day

Tasks that were due between and including today and three days before today.

= On Date

Created = 5/29/12

Items that were created on May 29, 2012.

> After Date

Created > 5/29/12

Items that were created after May 29, 2012.

>= On or After Date

Created >= 5/29/12

Items that were created on or after May 29, 2012.

< Before Date

Created < 5/29/12

Items that were created before May 29, 2012.

<= On or Before Date

Created <= 5/29/12

Items that were created on or before May 29, 2012.

7.4.4 Using Wildcard Characters and Switches in Advanced Finds and Rules

The wildcard characters and switches are available in the Advanced Find dialog box and the Define Conditions dialog box only when you select fields that allow you to type text, such as the Subject field.

The following table describes the uses for each character or switch, as well as which operators they can be used with.

Wildcard Character(s) and Switches

What the Find or Rule Will Match

Operators That Support the Wildcard Character or Switch

AND, &, or a space

All items that meet two or more conditions. For example, mountain & goat, mountain AND goat, and mountain goat all find items containing the words “mountain” and “goat.”

Contains

Does Not Contain

OR or |

All items that meet one of two or more conditions. For example, mountain goat and mountain OR goat both find items containing “mountain” or “goat” or both words.

Contains

Does Not Contain

NOT or !

All items containing one condition but not the other. For example, mountain ! goat and mountain NOT goat both find items containing the word “mountain” but not the word “goat.” Items that contain both are not included.

Contains

Does Not Contain

"

All text found within quotation marks. For example, “mountain goats” finds all items containing the phrase “mountain goats.” In [] Contains and [x] Does Not Contain operators. It forces the search to include adjacent words.

Contains

Does Not Contain

?

Matches any one character. For example, jo?n finds all items containing the word “john,”“joan,”“join,” and so on.

Begins With

Matches

Not Equal To

*

Matches zero or more characters. For example, mountain* finds all items containing the words “mountain,” “mountains,” “mountainous,” and so on.

Begins With

Matches

Not Equal To