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Outlook Instant Search
This topic will show you how to use the Outlook Instant Search to locate DCO event records on Outlook calendars. To enable the Instant Search to search the information DCO adds to an Outlook appointment, you must create a new Table View that includes DCO fields--Trigger, Case and Event--as additional columns. Creating the new Table View is discussed in How To Configure the Outlook Instant Search for DCO.
Using Keywords and Operators to Narrow Your Search
Outlook's Instant Search uses keywords to simultaneously search all of the fields you have placed on the Table View columns, including the event description, Trigger, case name and jurisdiction. The Instant Search will display all events where the keywords you enter are found in any of those data fields. By inserting the word "AND" between keywords, you will be able to limit the search results to events where any of those fields contain all keywords you enter at the same time. Finally, if the keyword you are using is a phrase, you can enclose it in quotes--e.g., "summons and complaint". (Single keywords do not have to be enclosed in quotes.)
Keywords Search Examples
- Events Containing Specific words. If all of the events contain a keyword in the event description, you can use a word or phrase to find them. For example, the keyword "deposition" will display all upcoming depositions, if you have applied a filter that limits the search results to future dates. .
- Events Relating to a Single Trigger. Simply typing a word or phrase contained in a recently used Trigger might display a small enough list that you will be able to locate the events you are looking for. If you have used a keyword found in the event, using AND and entering a portion of the applicable Trigger will narrow down the events.
- Events Relating to a Specific Case. Using a case name will show you all of the event relating to a single case. To uniquely identify the case, you may have to use more than one keyword, enclosed in quotes, if a single word does not uniquely identify the case. To narrow a search, you can combine a portion of the case name with a keyword used in the event. For example, "deposition" AND "Jones"--one of the parties named in the case name.
- Events Relating to a Specific Jurisdiction. Sometime adding the Jurisdiction as an additional keyword will help you narrow down your search. For example, deposition AND USDC.
Conducting an Instant Search
To use the Instant Search, follow these steps:
- Click on the heading of the calendar that you are searching.
- You must select the calendar before you conduct the search.
- To locate items on the firmwide calendar, you will need to share it first and display it on your screen by clicking on its checkbox in the Shared Calendars portion of the Calendar sidebar.
- Click into the Instant Search box.
In Outlook 2016, it is located at the top of the screen, above the ribbon menu. In earlier version, it is located below the menu directly above the calendar on the right side of the screen.
- Enter your search terms.
- Normally, it will be sufficient to enter a single "keyword" in the search box that you believe might be unique to the event you are looking for--for example, "dismiss" or "summary", etc. The Instant Search will find all events that contain the letters you type. If there are multiple record containing the same keyword, you will likely be able to see the case name or other information that will distinguish it from other similar events.
- To narrow your search, you can enter a second keyword, such as a portion of the case name. Outlook automatically assumes you are looking for events that contain all of the keyword search terms--in other words, that contain the first word AND the second word, etc.
- If you are still having difficulty finding the record in the list, try one of these techniques:
(1) To look for an exact match, place quotes around the keyword search term, e.g., "motion for more definite statement" or "deposition of John Jason". But bear in mind, when you are seeking an exact match, the Instant Search will overlook records that do not exactly match--e.g., contain misspellings.
(2)Use an "operator", such as AND, OR or NOT to limit the records--e.g., motion NOT dismiss--which will find all motions, except motions to dismiss.
- To activate the search, hit the Enter key or the arrow in the right corner of the search box.
The last Table View listing you used will display the search results.
- Review the search results in the list to find the record you are looking for.
- To open the record, double click on it.
- To close the Table View list:
- Click the Close button on the menu; OR
- Click the "X" in the right corner of the search box; OR
- Click on the name of one of the calendars in the sidebar (it it is displayed).
You should now be looking at your calendar.