Find Attachments Dialog Box

The ZipOut Find Attachments dialog box searches for indexed attachments in your Mailbox and optionally in Personal Folders Files (.pst) sources. When you click Find Now, ZipOut displays the results of your search in a Results list that can be sorted by column. Simply click the column in the Results list to sort in ascending or descending order. See Results List Navigation for additional details. To view additional columns in the Results list, click the horizontal scrollbar at the bottom of the Results list. Double-click the attachment in the Results list to open the attachment or right-click the attachment to display the Results Shortcut menu. Use the Action menu or Hotkeys to open, print, or save attachments.

You can find attachments with either a Simple or Advanced search. A Simple search for attachments whose name contains the word 'beta' is shown below. See Search Tips and Techniques to enhance your productivity with the Find Attachments dialog box.

Note  You can size the dialog box to suit your personal preferences. ZipOut will remember the dialog box size and column widths the next time you open the Find Attachments dialog box.

 

 

ZipOut Attachment Icons

Compressed attachment contained in a Zip file
  Normal attachment
Embedded message attachment
Shortcut attachment

ZipOut Find Dialog Box Hotkeys

Ctrl+F Find Now
Ctrl+O Open Item
Ctrl+S Save As
Ctrl+P Print attachment

Results list navigation
Search Tips and Techniques

Tip  Click the column header to sort the Results List in ascending or descending order

Tip  The icon in the first column of the Results List indicates the attachment type. Click the icon column header to sort the list by attachment type.

Tip  Maximize the Find Attachments dialog box to see more columns in the Results List. You can also minimize the Find Attachments dialog box so that it appears on the Windows taskbar.

Tip  Double-click the "Last Index Created on" panel in the Status Bar to see additional information about the Index.

Tip  If you want to find all Word document attachments, enter .doc in the Name edit box. For Excel workbooks, enter .xls in the Name edit box. For PowerPoint presentations, enter .ppt in the Name edit box. Make sure that you select contains in the Type of Search drop-down.

Tip If you want to find all attachments enter * in the Name field and select contains as the operator.

Tip  ZipOut search criteria are case-insensitive, meaning that ZipOut does not distinguish between TEMPLATE and template when it returns results.

Tip  Right-click the attachment item in the Results List and select Properties on the Results Shortcut menu to view built-in and custom Document Properties.

Detailed Search Instructions

To find by attachment name
  1. Enter a search string in the Name combo box or select an existing search string from the drop-down. ZipOut remembers the last 10 names criteria. Name corresponds to the File Name of the attachment or the subject of embedded message attachments. If the attachment is contained in a Zip file, the Name corresponds to the name of the item in the Zip file. It does not correspond to the name of the Zip file itself. ZipOut will automatically check the Name box when you enter a value in the Name combo box.
  2. Click contains, is (exactly), or begins with in the Criteria drop-down to determine how ZipOut returns results.
  3. Click the Find Now button to display found attachments in the Results list.
To find by message subject
  1. Enter a search string in the Subject combo box or select an existing search string from the drop-down. ZipOut remembers the last 10 names criteria. Subject corresponds to the subject of the message that contains the attachment. ZipOut will automatically check the Subject box when you enter a value in the Subject combo box.
  2. If you have another search criteria (such as Name, From, Sent To, and so forth), click AND or OR in the Combine conditions with logical drop-down to determine the logical operator for your search criteria. The default logical operator is AND. For example, if your search criteria are Name contains 'beta' AND Subject contains 'Template', ZipOut will list all attachments with a filename containing 'beta' that exist on messages with a subject containing 'template'. If you select OR in the logical operator drop-down, ZipOut will return results that contain attachments that contain 'beta' OR messages with attachments that contain 'template'.
  3. Click contains, is (exactly), or begins with in the Criteria drop-down to determine how ZipOut returns results.
  4. Click the Find Now button to display found attachments in the Results list.
To find by message sender

There are two methods for finding attachments by recipient. Using the From command button will limit your search to messages from addresses with an exact match in your address book. Alternatively, if you enter values in the From edit box ZipOut will return messages that contain one of those values in either the Display Name or SMTP Address of the sender.

    To find by Sender Name (contains search):

  1. Enter a complete or partial sender name in the From edit box. When you enter text in the From edit box, ZipOut performs a contains search on the value of the From edit box. For example, if you enter Dan in the From edit box, ZipOut will return attachments sent by Dan Smith, Daniel Jones, Janet Danielson, and so forth, as well jsmith@danwell.com.
  2. If you wish to enter multiple criteria in the From edit box, separate the values with semicolons. For example, to find messages from Julie and Fred, type Julie; Fred in the From edit box.
  3. To find all messages from a particular organization, enter the domain name in the From edit box. For example, to find all messages from microsoft.com, enter microsoft.com in the From edit box.
  4. Click the Find Now button to display found attachments in the Results list.

    To find by Sender e-mail address (is exactly search):

  1. Click the From button and select one or more names from the Outlook Address Book shown below. If you know the sender's e-mail address and the sender is not in your Outlook Address Book, enter a one-off address directly in the right list box of the Address Book. Click OK when you have selected sender names.
  2. Click the Find Now button to display found attachments in the Results list.

Note  The appearance of the Address Book might differ from the one shown below depending upon your version of Outlook.
To find by message recipient

There are two methods for finding attachments by recipient. Using the Sent To command button will limit your search to messages sent to addresses with an exact match in your address book. Alternatively, if you enter a value in the Sent To edit box ZipOut will search for message that contains that value in either the Display Name OR SMTP Address of the recipient. Bcc recipients are not included in the search.

    To find by Sent To Name (contains search):

  1. Enter a complete or partial sender name in the Sent To edit box. When you enter text in the Sent To edit box, ZipOut performs a contains search on the value of the Sent To edit box. For example, if you enter Dan in the Sent To edit box, ZipOut will return attachments sent to Dan Smith, Daniel Jones, Janet Danielson, etc., and also attachments sent to j.smith@danwell.com.
  2. If you wish to enter multiple criteria in the Sent To edit box, separate the values with semicolons. For example, to find messages sent to Julie and Fred, type Julie; Fred in the Sent To edit box.
  3. To find all messages from a particular organization, enter the domain name in the Sent To edit box. For example, to find all messages sent to microsoft.com, enter microsoft.com in the Sent To edit box.
  4. Click the Find Now button to display found attachments in the Results list.

    To find by Sent To e-mail address (is exactly search):

  1. Click the Sent To button and select one or more names from the Outlook Address Book shown below. If you know the recipient's e-mail address and the recipient is not in your Outlook Address Book, enter a one-off address directly in the right list box of the Address Book. Click OK when you have selected recipient names.
  2. Click the Find Now button to display found attachments in the Results list.

Note  The appearance of the Address Book might differ from the one shown below depending upon your version of Outlook.
To find by message received date
  1. Click the Advanced >> button to display advanced search options.
  2. Check the Received box. Select on, before, after, or between in the Criteria drop-down.
  3. Select a date from the date drop-down or multiple dates if you are searching between dates.
  4. Click the Find Now button to display found attachments in the Results list.
To find by attachment modified date
  1. Click the Advanced >> button to display advanced search options.
  2. Check the Modified box. Select on, before, after, or between in the Criteria drop-down.
  3. Select a date from the date drop-down or multiple dates if you are searching between dates.
  4. Click the Find Now button to display found attachments in the Results list.
To find by attachment size
  1. Click the Advanced >> button to display advanced search options.
  2. Check the Size (KB) box. Select between, less than, or greater than in the Criteria drop-down.
  3. Enter the attachment size in KB. One KB represents 1,024 bytes. You can enter fractional numbers. For example, a value of .5 represents 512 bytes.
  4. Click the Find Now button to display found attachments in the Results list.
To find by Information Store
  1. Click the Advanced >> button to display advanced search options.
  2. Check the In Store box. Select the information store that you want to search.
  3. Click the Find Now button to display found attachments in the Results list.
Find Attachments Controls

Find Now Displays attachments matching your search criteria in the Results list.

Close  Close the Find Attachments dialog box.

Open Item Click to open the Outlook item that contains the selected attachment in the Results list.

Open Attachment  Click to open the selected attachment in the Results list.

Advanced  Click to toggle between simple and advanced search.

Combine conditions with logical  This drop-down controls the logical operator for multiple search conditions.

Results Shortcut menu

If you right-click an attachment in the Results list, a Results shortcut menu will be displayed. If more than one item is selected in the Results list, the Results Shortcut menu will change depending upon the number of items selected. Certain commands such as Print Attachment and  Properties are disabled when more than one item is selected in the Results list. If more than 10 items are selected, then other commands such as Open Item will be disabled.

 

 

The following commands are available on the Results shortcut menu:

Open Item Click to open the Outlook item that contains the selected attachment in the Results list.

Open Attachment  Click to open the selected attachment in the Results list.

Print Attachment  Click to print the selected attachment in the Results list.

Save As  Click to save the selected attachment to the file system.

Delete Item Click to delete the item that contains the attachment.

Delete Attachment Click to delete the selected attachment from the message that contains the attachment.

Properties Click to view the built-in and custom document properties for the selected item. Certain file types do not support built-in and custom document properties, and ZipOut will display an alert message that informs you that properties cannot be displayed. Click the tabs on the Properties dialog box to view additional property information.

 

Save Results Choose a format to save the results of your current search as a CSV or XML file.