Archive | Sort and find

Use tags and bring order to the account

Tags are similar to flags only a bit more advanced. You can create and apply multiple tags to one single file/object and thus classify the it under several categories at the same time.

Create a new tag

Tags can be created in several ways.

Click the Tag symbol in the Toolbar > New Tag.
Click the gear wheel or right-click on the title labels in the left column > New tag.
Right click on an object and select Mark Message > New tag.
If you have an item in the Content window that you want to highlight, you can also simply drag and drop already created labels (from the left menu) on the item in question.

Tag an object with one or multiple tags

If you assign an object multiple tags, it will be marked with a rainbow-colored tag instead. You can mark objects in several ways.

Drag and drop a tag from the left column on to the item.
Right-click an item > Mark the item with a tag > select a tag.
Click the arrow next to the tag icon on the toolbar > select a tag.

Remove a tag

Select the object > press the key U.
Right-click the object > Tag > Remove tag.

Get all selected items with one click

Click on the tag in the left column and all items marked with this tag are listed in the right window.

Set colour of messages according to tag colour

You can set tag selected e-mails appear more visible in your list of messages.
Preferences tab> Mail: Displaying messages: put a tick in the box next to Message Color.

Tags on shared folders

Tags can also be used on shared folders. When you have a folder shared to you where there are items marked with a tag, the tag will be visible. But if you haven’t created the sametag on your own account, you will see a gray and white striped tag instead. Hold your cursor over the tag to find out the tag’s name. If you have more than read access to the shared folder, you can mark objects in it with tags, even though it is not you who created the object.

Benefits of using Tags

Easy to use to sort your emails.
Search for messages with a certain tag and no matter what folder they’re in, they will be listed in the content window.
Quickly find tagged items such as contacts, even though they are saved in different Address Books.
Sort and keep track of various meetings that discuss the same subject/project. This functions best if you view your Calendar as a list.
Use one tag for high priority and another one for medium priority.
Create as many tags as you wish.
Use multiple tags for one and the same email or contact.

Save a search query

If you perform a search you think you will want to use again, you can save it.

Create the search query.
In the Search tab click the arrow for the menu and select Save as Search Folder.
Enter a name for the search.
Select a colour for the search.
Click OK. The search is now in the left column.

If you want to use a saved search, click the search folder in the navigation pane on the left. The search results are displayed immediately in the contents pane.

Search and find what you’re looking for

The search feature is a powerful tool that you can use for your entire account. It also searches in shared folders.

Before you start searching, we want to advise you to check your settings in your account. Go to Preferences > General > Do not have a marker in the box for Show advanced search language in search toolbar. However it might be smart to have markers in the boxes to include trash and shared objects in searches.

Type what you’re looking for in the search field.
Select one of the options in the menu and press ENTER / click on the magnifying glass. E-mail is set as default.
The search results are now presented in a new tab.
If you get too many results, you can filter the results based on a variety of criteria.

Conditions for searches

Click the terms AND, OR, NOT or () to add to the search.
For example, search for e-mails where the term “red flowers” are mentioned together, put parentheses around those two words. NOTE! AND is used implicitly between adjacent words.

Examples of how you can search

Search for Attachments

If you want to search for an attachment, but don’t remember if it was a jpeg or a pdf.
How it was done:

Under rubriken Enkla filter sätter du en bock i rutan vid har en bilaga.
Under the title Advanced Filter, click the arrow next to Attachments and select Adobe PDF and Image.

Searching for items marked with a tag

If you want to search for items containing information about new procedures for your company, which you have earlier tagged as Business News. How it was done:

Under the title Advanced Filter, click the arrow next to Tag and select the specific tag.

Search by a date range

If you want to search for emails created at a certain date or during a certain period. How it was done:

Under the title Advanced Filter, click the arrow next to Date sent and select dates by is before… and is after…

Search syntax

Searches you perform is always an exact search. You can search for phrases, but every word in this phrase is matched literally. Spelling variants are not allowed. For example, if you search the word bananas, messages with banana are not a match.
When searching for phone numbers, the whole number must be entered, only the area code does not work.
The asterisk * as a wild card after a prefix is supported. For example, if you are looking for do*, it return items with the words dog, door, etc.
Searches are not case sensitive.
Following special characters can not be used in your search text ~ ‘! @ # $% ^ & * () _-+? / () [], “

Folders in Work2Go

Here you can read about how to use folders and what you can do with them.

Create a folder

You can create new folders for your e-mails and in your briefcase in several ways.

Click the cogwheel on the right side of the title Folders.
Right-click the title Folders.
Right-click a folder > New Folder.

Give your folder a unique name

Same name of a folder located at the same hierarchical level (though in different section of Work2Go) is not allowed. A folder that you keep in the top level of the briefcase, may not have the same name as a folder located in the top level in your inbox, address book or calendar. However a folder that is on another level, can have the same name.

Edit a folder’s properties

When right-clicking a folder, you will be presented several options of what to do with the folder and its contents.

View a folder and its contents

You can save your folders in a hierarchy. To see a folder’s sub folders, just click the arrow on the left side of the folder.
To see how many e-mails/files are kept in a folder, or just view it’s total size, hover the pointer over the folder for a while and a pop-up will give you the information.

Keep your folders sorted

Folders are sorted in alphabetical order. You can set the order yourself by numbering them (1, 2, 3…).
If you want different colors on your folders, right-click the folder and choose Edit Properties.

Moving Folders

In the left column where you see your folders, you can drag and drop them to the desired location.
If it is a shared folder, it is only the owner of the folder that can change its location. Files can however be moved, if you have the permission.
In your inbox you can also right-click the folder and choose Move.