Searching in Zoho Mail

Zoho Mail Search

Zoho Mail offers not just an emailing service, but a complete platform for you to run your business, with applications like Notes, Calendar, Contacts, Resources, Tasks, Bookmarks, eArchive, and Streams, tightly integrated with your mailbox. These applications ensure that you have everything you need to run your business in one place.

But with the abundance of information and data sharing that goes on in your mailbox, keeping track of it all, finding the specific email or Streams post that you're looking for, becomes a harder task. To make this easier, Zoho Mail provides options to search not just for emails, but also the other entities such as Streams, Shared Mailbox, Tasks, Notes, Calendar, Attachments, Contacts, Resources, Bookings, Bookmarks, and more.

Searching across entities

Zoho Mail automatically chooses the search entity depending on which application you're currently using. For example, say you're using Streams, the search bar automatically changes the search entity to Streams.

Despite this, if you want to search in a different application, you can pick where you want to search from by clicking the drop-down. Choose the relevant application from the listing, and any query that you enter will be searched for in that application alone. Also, along with each application you can select from the multiple parameters that are associated with each entity.

To search for something, pick the entity in which you want to search, type in your search key, pick the relevant parameter from the listing and hit enter. Similarly, you include multiple parameters in the search to narrow it down.

Email Search

If you want to search for an email, select the Mailentity from the listing. Within Mail, you can search based on different criteria. When you simply type in a search key without specifying any of the parameters, the relevant parameters will be listed. You can pick the right one, and continue the search.You can also save time and streamline your search process by creating Saved Searches, which stores specific search condition for quick access to relevant information.

You can also search the emails from spam and trash folders by turning on theInclude emails from Spam/ Trashtoggle.

Searching in Streams

A Streams post consists of different entities such as Posts, Notes, Tasks etc. In some cases, you will want to retrieve some data from a certain Streams group or from your own Streams wall.

In this case, you can pick Streams from the listing, and type in your search key. Several parameters such as Posted by, Post contains, @mentioned, commented by, in group are available in the Streams search category.

When you're sure that the Streams content that you're looking for is either a Note, Task or a message, you can make use of the Filter by option to select the entity that you want to search in. The filter by option will list all the Streams entities that are available.

For example, if you want to search for a post in the group Marketing Discussions, which was posted by Patricia Boyle, change the search entity to Streams. In the search field, choose in group: and pick the Marketing Discussions group from the group listing, then choose posted by: and type in the first few letters of the relevant username or email address. The relevant results will be listed.

Searching Shared Mailbox

A Shared Mailbox is a collaborative space for team members to access, discuss, and manage group emails collectively. The collaborative nature of a Shared Mailbox means that emails may be threaded into numerous discussions, with different members sharing insights and information. This interwoven structure can complicate the search process, as emails related to a particular topic may be scattered across various threads, requiring a more thorough and time-consuming exploration.

In this case, if you want to search for an email in an Shared Mailbox, select the Shared Mailbox entity and choose the preferred Shared Mailbox from the listing. Enter your search keyword to search within that specific Shared Mailbox, and the relevant parameters will be displayed. Simply select the appropriate one to continue the search.

Searching for Notes

You can search for personal Notes that you've added or Group Notes by selecting the Notes entity. You can search based on the note content, tags, the group to which it was added or the user who added the note. This helps you filter down and search for specific Notes easily.

Event Search

To keep track of events that you've been invited to, meetings or appointments that have been added to group Calendars and to locate specific events, you can search your Calendar based on Title, Location, Organizer etc. You can type in the relevant search key and results from either your personal calendar or the Group Calendars that you've subscribed to will be returned as per your query.

Searching in Tasks

You might be a part of several groups and keeping track of the Tasks in the multiple groups might be difficult. Sometimes, you'll want to search for a task, but you might not be sure which group it was added to. Or, you might know that a task was assigned to a specific group, but you might not know who assigned it.

In cases like these, the Task search comes in handy. You can search based on any of the Task criteria such as the person who assigned the task, the due date, the group in which it was assigned etc. The search will yield the results based on your search criteria.

Attachment Search

The Attachment Viewer menu in Zoho Mail offers filters to narrow down on the attachment that you're looking for. In addition to that, you can also filter attachments based on the name, the content of the attachment, the file type, file size, the entity it belongs to, received date, tags, favorites or the user who sent it.

Locating Contacts

Search for Contacts from your mailbox by searching based on the contact fields that you have provided. If you remember the email address of a specific contact, but you need the other details, choose the Contact entity, select the Email option, and type in the email address. The search results that match with the entered email address will show up. You can search based on any of the Contact criteria such as the first name, last name, based on email address, and the company name.

Bookmark Search

The Bookmarks application lets you save important links to your mailbox, either to a group or your personal Bookmarks. These Bookmarks can later be launched like you would launch any application from your mailbox. You can search for these Bookmarks using parameters such as the Bookmark Title, Description etc.

Resources

The multiple search parameters within Resource Booking helps you to customize your searches based on various criteria. Locate specific rooms by searching according to branch names, floors, rooms, availability by date, and room capacity. Instead of manually sifting through a list of rooms and checking the availability for a particular time slot every time you want book a room, you can just enter the specific criteria and use the listed parameters to narrow down your results, saving time and effort.

Bookings search

Locate and manage your bookings made through Resource Booking based on various parameters. You can search for bookings based on Booking title, Description, Booked by, Attendee, Room name etc. Type in the relevant search key and select the necessary parameters from the listing and continue the search.

eArchive search

Utilize eArchive search to retrieve your permanently deleted emails and restore them to your mailbox. Simply type in the search keyword and select the required parameters from the list to refine your search. You can search based on the Subject, content, From, To, attachments, etc.

Additionally, you have the option to include emails from the spam folders using the Include spam emails parameter. To further narrow down your search, select either Only outgoing emails or Only deleted emails from the listings. This helps you to filter down and search for specific emails easily.

Quick Access

Opening a specific setting, going to a specific folder or Streams group, navigating to a different application, can all be done from the Quick Access option in the search bar. Type in the first few letters of the Streams Group or the Settings page that you want to access, and choose from the options listed. This will directly take you to the required page.

You can also change certain settings options using Quick Access. Enter the following options into the quick access menu and choose the desired option from the listing to apply it to your account:

• Select Theme - To change your display theme
• Select Mail view - To choose how you want to open a new email (Preview, new window, new tab etc)
• Select Compose View - To choose how you want the compose window to open (New tab, inline, new window etc)
• Select Read receipt - To choose when to send read receipts (Always, Never, Ask)
• Load External Image - To choose when to load external images in the emails you receive
• Select Time Format - To choose the time format for your account
• Select Editor Mode - To choose the default editor mode for your mail composer (Rich text mode, Plain text mode)
• Select Text direction - To choose your preferred text direction (Left-to-right, Right-to-left)
• Select Avoid duplicate emails - To choose whether you want to stop receiving duplicate copies of emails (On,Off)
• Select Email comment box - To choose whether you want to show or hide the comment box (show comment box, hide comment box)
• Select List attachment mode - To choose how you want the attachments to be listed (below the email, above the email)
• Select Mark spam as read - To mark spam emails as read (On,Off)
• Select Show message with - To choose the how to show messages (Subject and summary or Subject only)
• Select Smiley auto complete - To open the smiley dialog when pressing : (Enable, disable)
• Select Spell check mode - To check for any spelling errors and typos as you type (Enable,Disable)
  

Saved search

Sometimes, you repeatedly 'Search' for a pattern of emails in your Inbox, and based on the content. Zoho Mail provides you an option to save such 'Searches' for future use. This helps you to perform the same search in a single click, but get live results from latest emails.

In the Saved Searches section, only the search conditions are stored. Every time you select the Search Condition, a new search is performed and the results would include the newer emails also. Simply select the name of the search query in the Saved Searches section, you can access the corresponding emails.

Steps to Save a Search:

1. Click on the Search bar at the top of your mailbox and type in the search keywords related to your search.
2. Place the cursor in the search bar and choose the parameters you need to apply from the drop-down.
3. After setting your search conditions, the relevant emails get listed on your screen.
4. Click the Save this Search option on the top of the screen.
5. Provide a name for the search and click Save.

The created Saved Search will be listed as a separate section below the views menu, titled Saved Searches, in the left pane.