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Searching emails for attachments can be long and boring. Fortunately, Microsoft has a “File” view in Outlook Online that makes it easy to find any document you are looking for. Here is how it works.
Microsoft Outlook has traditionally been an amalgamation of email, calendar, people, and tasks, but that leaves out one key piece: data. If you are using the Outlook desktop client, you have powerful search options to bridge this gap. Regarding attachments, there is a dedicated “Has Attachments” option in the “Search” tab specifically for files you have sent or received.
Outlook Online does not have a ribbon, but you can still search for attachments by clicking the arrow in the “Search” box and checking the “Attachments” box.
Microsoft took Outlook Online a step further and introduced a dedicated file view for Microsoft 365 / Office 365 subscribers and Outlook Live accounts.
You can access this view by clicking on the “Files” icon in the lower left corner of Outlook. By default, this will be between the “People” and “To Do” icons.
If you can’t see it, but you have a three-dot icon instead, click on the three-dot icon and then on the “Files” option in the menu that appears.
The default view will show you all files, with an icon telling you the file type, subject, sender, date received or sent, and the folder where the email with the attachment is. preserved.
In a slightly odd twist, image files are not displayed in this view by default. To view them, you can either click on “x Files” to view all files including images or click on the “Photos” option in the sidebar to view only images.
By default, files are displayed in a list view, but you can click “View” and switch to “Thumbnails view” to view the files as thumbnails instead.
This is where the “Photos” option comes into its own, as it is much easier to find the image you are looking for.
To open an attachment, double click on it in the attachment list, and it will open a panel showing a preview of the attachment and the mail it was attached to.
From there, you can download the file and perform various other actions depending on the file type, as well as the standard actions that you would normally be able to perform with the email, such as Reply, Forward, etc. .
If you just need to find an attachment and download or print it, you can skip this step and download or print it directly from the list. Click on the three-dot menu icon next to the file name and choose the appropriate action from the menu.
You can also select the item by clicking on the circle to the left of it and the same options appear in the toolbar.
This is ideal for downloading multiple files at once, as you can select as many files as you want using this method.
When you are done with your files and want to get back to your emails, click on the “Mail” icon at the bottom left of Outlook.
The File view is a good addition to Microsoft Outlook Online. It’s easy to use, fast, and lets you manage your attachments in a user-friendly way that is definitely more refined than just selecting search results.
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