Mailbird Advanced Search: Now You Can Search Emails Like a Pro

Posted by Anastasia Kryzhanovska on April 15, 2020

Mailbird Advanced Search: How to Search Emails Like a Pro
Anastasia Kryzhanovska

Anastasia Kryzhanovska
Senior Content Manager

Published on April 15, 2020

Searching for information in your inbox is yet another time stealer. Once the number of clients, email strings, tasks, and other correspondence starts growing, you won’t even notice as time slips through the cracks. It’s the time wasted searching for the right mail or task.

However, organizing your inbox and using advanced search may help you save hours every week. Here’s a two-step action guide to searching for information smarter.

How to Organize Your Inbox to Ease Future Searches

It’s easier to find something in a tidy closet than a messy one. The same goes for your inbox — if you want to easily find information, the first step is to tidy it up. Here are a few suggestions on how to do that:

Create a filing system that makes sense to you.

However many emails you get a day, there’s no reason to queue them all in your inbox until they’re archived or deleted. It’s high time you sort your emails by purpose and create a folder for each.

You might be working on several different projects, get emails that vary in priority, useful newsletters — well, some of them are — or updates or messages that require a followup response. Each of these examples has a purpose and should be labeled as such.

A good tip here is to be specific. If you have two or more projects, don’t put all related mail into a “Work” folder. Instead, create a separate one for each.

Use filters to automatically send letters to designated folders.

Make your email do some of the work for you and set rules that it will use to filter incoming mail. Let’s run with the same example: project folders. There are two ways you can filter project-related mail.

  • By address. If a project-related email comes only from specific addresses, it’s easy to add a filter (or rule) that tells your inbox to send messages from these addresses to the project folder.
  • By address and project mention. On the other hand, you might be working with a task management tool and all project emails will come from one address (for example, in Asana it’s [email protected]). In this case, set up filters to catch mentions of the project in the subject line or body of the letter sent from the task manager’s address.

Create a temporary folder.

Either you’ve been away on holiday or sick leave, or you just started figuring out a filter-to-folder system and there are a lot of emails cluttering your inbox that don’t fall under a filter. If you try to tackle all the mess at once, you’re bound to get anxiety.

A temporary folder will help you avoid email overload if you send there all messages you can’t take a look at right now but that clutter your inbox. 

The rule of thumb here is to not just chuck all emails you’re unsure about into the Temp folder and forget about them. Set a 15-minute window each day to open and sort through it. While you’re at it, unsubscribe from emails that are actually spam.

Use a combination of tools and features.

There are some simple actions you can incorporate into your email management routine that help keep your inbox in order:

  • Use the Unroll.me integration. It automatically creates a list of your subscriptions, as in newsletters and promotional email, so you can see every company or personal brand you receive email from and unsubscribe from the ones you don’t need.
  • Snooze emails you’re not working on right now. The snooze feature helps clear the inbox from email that you can work on right now or which include details to a future event.
  • Set up Keyboard Shortcuts. These are simply a time saver that allow for starting a new email, deleting, archiving, and other actions with a preset keyboard combination, which is especially convenient if you only use a touchpad.
  • Move emails between accounts. If you see that an email would make more sense in another account (such as one designated for a separate project), you can move it there.
  • Take action with every email that lands in your inbox. A good way to sort through your inbox productively is by using the Quick Action bar — move an email to a folder, delete it, reply, or archive.
  • Switch to a Unified Inbox. Then, you can see all your emails in one inbox and sort through all of them at once. It’s easier to organize a mess when you can see all of it.

Use Mailbird’s Advanced Search to Find What You Need

Email stores gigabytes of information and that could be a problem when you need to source one piece of it. Even if you’re good at categorizing emails into folders, if each contains 1,000+ emails, finding something by just skimming through would waste your time. That’s why Mailbird developed a powerful search feature to help you look for emails and attachments.

Why is it an awesome feature?

  • It’s easily available in the app. You don’t need to look for it; the search bar is right above your inbox. Simply click on the button in the search bar and a window with advanced search fields will pop up.
  • It has different filter options. You can apply a search to an email address, a certain phrase, or folder name to help narrow down the search, sometimes to the one and only email you were looking for.
  • You can search all of your email accounts at once. It may be difficult to recall on which account the information you’re looking for is. If you’re using the Unified Inbox, the feature will search all connected accounts.
  • It supports that dark and full dark theme. This is pretty awesome if you like a wholesome design.

How to use the advanced search feature to find what you need.

The advanced search interface has a number of filters to help you narrow down your search. The more details you can specify, the fewer options you’ll get, which makes it easier to find the piece of information you’ve been searching for. Here’s how the feature looks: 

How to use the advanced search feature to find what you need in Mailbird

You can search by:

  • Sender or recipient. Specify the address From or To which the email was sent; you can add more than one address.
  • Folder. The Search in field will show a list of folders you have tied to an account. If you use the unified inbox, you’ll see all the folders you have across all email accounts.
  • Subject or anywhere in the message. You can look for words or phrases that might have been mentioned in the subject line specifically or type it into the Has words box to search for it in the subject, body of the message, sender or receiver, or BCC or CC.
  • Attachments. You can filter all messages to show only those with attachments. If you’re looking for a specific attachment, you can also use the Attachment Search feature.
  • By size. You can filter messages that weigh more or less than a certain amount in MB.
  • By date. You can filter messages you’ve received or sent within a certain period of time.

Wrap Up

The amount of email you receive can become overwhelming — particularly when you’re trying to find a specific piece of information. There are two major steps you can take to ease the search and save your time in the process: organize your inbox into a system of folders and use advanced search.


Anastasia Kryzhanovska

Anastasia Kryzhanovska
Senior Content Manager

Published on April 15, 2020

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