Searching emails for attachments can be time consuming and annoying. Fortunately Microsoft has a File view in Outlook Online that makes it easy to find whatever document you are looking for. Here’s how it works.
Microsoft Outlook has always been a mixture of email, calendar, people, and tasks, but that leaves a major component: data. If you use the Outlook desktop client, then you have it Powerful search options To fill that gap. When it comes to attachments, there is a dedicated “Contains Attachments” option on the Search tab specifically for files that you have sent or received.
Outlook Online It doesn’t contain the ribbon, but you can still search for attachments by clicking the arrow in the Search box and turning on the Attachments checkbox.
Microsoft has gone one step further in Outlook Online and introduced a custom 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-right corner of Outlook. By default, it will be between the “People” and “Tasks” icons.
If you can’t see it, but have a three-dot icon instead, click on the three-dot icon and then the “Files” option from the menu that pops up.
The default view will show you all the files, with an icon showing you the file type, subject, sender, date received or sent, and the folder in which the email is kept with the attachment.
In a slightly odd twist, image files are not displayed in this default view. To show this, you can either click “Files x” to show all files Including Pictures or click the “Photos” option in the sidebar to view Just Pictures.
By default, the files are displayed in List view, but you can click “View” and change to “Show boxes” to show the files as thumbnails instead.
This is where the “Photos” option comes in on its own, as it’s easy to find the image you’re looking for.
To open an attachment, double-click on it in the attachment list, and it will open a panel to preview the attachment and the mail it was attached to.
From here you can download the file and perform many other actions depending on the file type, in addition to performing standard actions that you can usually do in e-mail, such as replying, forwarding, 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.
Alternatively, select the element by clicking on the circle to the left of it and the same options will appear on 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’re done with your files and want to go back to your emails, click the “Mail” icon at the bottom left of Outlook.
File viewing is a good addition to Microsoft Outlook Online. It’s easy to use, fast, and lets you manage your attachments in an easy-to-use way which is definitely more accurate than just choosing the search results.