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Saved Searches (formerly Smart Folders)

Create Name and save Share Change criteria Delete

You can create custom searches of your email conversations to filter incoming emails. You can add or edit search criteria in a Saved Search to further customize the list of conversations it finds. You can also share your Saved Search with other users.

Click for example

Create a new search

  1. Click the Dashboard tab
  2. Find the Saved Searches box on the top right
  3. Click New Search (at the top)
  4. Click the down arrow next to the first search criteria box at the top of the screen to see search options
    Click for example
  5. Subsequent fields will change as you choose criteria
    1. In criteria which display a list of checkboxes, click to select Assignees, Mailboxes, etc. You can select more than one box.
    2. In criteria which require typing (example: Body contains ___), put a space between words to search for ANY of them. Restrict search results to messages using ALL the terms by clicking the + button next to the typing field and entering another term (or put "quotes around a phrase").
  6. The message list will update as you enter criteria. It may take a moment to refresh the list.
  7. Click Add Additional Criteria (top left) to narrow your search further
  8. Press Enter to begin the search

Name and save your search

  1. After setting the search criteria, click in the Saved Search Name box at the top
  2. Type in a descriptive name for your search
  3. Click the Save button on the toolbar

TIP: Get alerts about new messages

You can set up an Alert to let you know when new messages come in that match your search criteria for any Saved Search.

Share your search

Any Saved Search can be shared with other users in your account, either when it is first saved or later.

New search

  • Simply click the Shared box next to the search name before saving

Existing saved search

  1. Click the Dashboard Tab
  2. Click a Saved Search that you created from the list (top right)
  3. The Saved Search will open in a new tab
  4. Click the Edit Search button on the toolbar (top right)
  5. Click to check the box for Shared at the top
  6. Click the Save button on the toolbar

The search is now shared with all other users in your account.

Change search criteria

Because a Saved Search can include multiple criteria, you can add new criteria to the same search, or edit an existing criterion.

  1. Click the Dashboard Tab
  2. Click a Saved Search from the list
  3. The Saved Search will open in a new tab
  4. Click the Edit Search button on the toolbar (top right)
  5. Edit existing criteria:
    1. Use the pull-down menus described above to edit an existing rule settings
    2. Click I'm finished choosing values when done
  6. Add more criteria:
    1. Click Add Additional Criteria (on the top right)
    2. Use the pull-down menus to limit the search results further
  7. Delete a criterion
    1. Click the Trash icon to the right of the criterion you wish to delete
  8. Click the Save button to save your changes and overwrite the existing Saved Search*
    • OR, type in a new name before saving to preserve the original search and save this as a new one

*NOTE: Only administrators and account owners can overwrite other users' saved searches.

Delete saved search**

If you no longer want to use a saved search, you can delete it:

  1. Click the Dashboard Tab
  2. Click a Saved Search that you created from the list (top right)
  3. The Saved Search will open in a new tab
  4. Click the Edit Search button on the toolbar (top right)
  5. Click the Delete button on the toolbar
  6. A confirmation dialog asks if you really want to delete the search
  7. Click Yes to delete it

**NOTE: Only the person who created the saved search can delete it.

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