How to Create an All Documents view in Outlook

Unlike Lotus Notes, by default Outlook 2003 and Outlook 2007 doesn’t have an All Documents view. After migrating from Lotus to Exchange naturally we moved from Lotus Notes to Outlook email client. Doing so one of the first thing many of our users asked about was these feature. Below are the steps to quicky create an All Documents view in Outlook using the Outlook search function.

To create an All Documents view in Outlook:

Step 1: Under the Outlook Mailbox, right click on the Search Folders node and select New Search Folder…

outlook 2007 search

Step 2: From the New Search Folder dialogue box scroll at the bottom and select Create a custom Search Folder and click on the Browse… button

outlook search outlook all documents view

Step 3: In the Name field enter All Documents View

Step 4: Click on the Browse… button to select which folders in Outlook to search for.

outlook search outlook all documents view

Step 5: Ensure there’s a tick for Mailbox – <Username> and Search subfolders Step 6: Hit OKStep 7: Click Yes on the warning button. Outlook search will give this warning if you haven’t specified the criteria of the search.outlook search outlook all documents view

Step 8: Click OK again

You probably noticed that we skipped the bit were we had to define a criteria for the search. We did this because we didn’t want to filter on our search. We simply wanted every message in a single search folder. Depending on the size of your Outlook mail file (either a pst or ost file) Outlook may take several minutes to perform the search.

To finish off you can drag the search folder onto your Outlook Favorite Folders listings for easy access.

outlook search outlook all documents view

Related posts:

  1. Frequently asked Outlook Questions
  2. Lotus Notes to Microsoft Exchange Migration: How to send Lotus Notes Database links from Outlook – Part I
  3. Lotus Notes to Microsoft Exchange Migration: How to Transfer Lotus Notes Contacts to Outlook
  4. Use Outlook Activities to keep track of contact communications
  5. Lotus Notes to Microsoft Exchange Migration: Lotus Notes Document Link Creator for Outlook

12 Comments

  • 1
    Great..
    April 16, 2008 - 1:13 pm | Permalink

    This should have been included by default from microsoft. Lotus Notes from IBM has this by default. Nice write up. makes life easier now :)

  • 2
    April 21, 2008 - 11:28 pm | Permalink

    thanks for the feedback!

  • 3
    Nick
    July 21, 2008 - 7:42 pm | Permalink

    How can you recreate the very useful “Who” column from the Lotus Notes All Documents view? The “Who” column shows the From field for incoming email and the To field for emails you have sent. Is there any way to do this in Outlook 2003? I couldn’t figure out a way. Thanks.

  • 4
    Walter
    August 27, 2008 - 8:57 am | Permalink

    Glad that I came by this page. Migrated today from Lotus Notes to Outlook and I immediately missed the All Documents folder.

    One extra thing that can be handy in this specific view, is to add the column “Created” (not to be confused with “Received”) for showing the real chronological order.
    To get it, open your beautiful, brand new All Documents folder:
    * right-click somewhere in the header row with column names
    * select “Field Chooser”
    * in the pop-up window, look for the line “Created”
    * drag this line to the header row and release at an appropriate location

    Greetz,
    Walter.
    *

  • 5
    Walter
    August 27, 2008 - 8:58 am | Permalink

    Glad that I came by this page. Migrated today from Lotus Notes to Outlook and I immediately missed the All Documents folder.

    One extra thing that can be handy in this specific view, is to add the column “Created” (not to be confused with “Received”) for showing the real chronological order.
    To get it, open your beautiful, brand new All Documents folder:
    * right-click somewhere in the header row with column names
    * select “Field Chooser”
    * in the pop-up window, look for the line “Created”
    * drag this line to the header row and release at an appropriate location

    Greetz,
    Walter.

  • 6
    August 29, 2008 - 6:31 am | Permalink

    Walter,

    That’s a great idea! Certainly will find this tip useful.

    Thanks for this and thanks for the feedback.

  • 7
    J-ky
    July 11, 2010 - 10:31 pm | Permalink

    Nicely Done.

    We need more great tips like this one.

  • 8
    Grits
    August 24, 2010 - 3:29 pm | Permalink

    Thanks for the information. Mission accomplished.

  • 9
    Marc Kamp
    February 16, 2011 - 9:38 am | Permalink

    grate! very helpfull

  • 10
    chithra
    February 23, 2011 - 7:16 am | Permalink

    This helped me a lot to advice my boss. Thanks sooo much. Its pple like you who contribute to the fame and objective of google

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