7.3 Using Advanced Find

Use Advanced Find when you want to use very specific and possibly complex search criteria. Advanced Find is available from Find and from Global Find.

7.3.1 Composing an Advanced Find

Click Find in the Item List header of a folder.

or

Click on the toolbar.
Click Advanced Find.
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 7.3.2, 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 7.3.3, Using Operators in Advanced Finds and Rules and Section 7.3.4, Using Wildcard Characters and Switches in Advanced Finds and Rules.
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.
Click OK to transfer your search criteria to the Find dialog box.
(Optional) Click Save if you want to store your search criteria for future use.
Click OK to begin the Advanced Find.

7.3.2 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.

7.3.3 Using Operators in Advanced Finds and Rules

When you use Advanced Find, as described in Section 7.3.1, 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 7.3.4, 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.

7.3.4 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