Microsoft 365 Tips and Tricks for the search box

When your a Microsoft 365 user you will know that the search function is a powerful tool. In this blog post, we’ll discuss some tips and tricks to help you get the most out of Microsoft 365 search. We cover everything from basic functions to more advanced techniques.

What is Microsoft 365 search box?

The Microsoft search box is located at the top of Microsoft 365. Depending on the size of the window, the search box may also be marked by a magnifying glass icon. The Microsoft 365 search box is a shortcut to every file and feature in Microsoft 365. You can find any Microsoft tool you need. And if you’re not sure which tool or feature is best for your job, the search box can also give you suggestions on what features are available to use.

Microsoft 365 Tips and Tricks for the search box

What can I search for?

Here are some common features you can look up in the Microsoft 365 search box:

  • Words and Phrases – Typing a single word or phrase into the search box will give you a variety of context-specific results.
  • Search History: The search box automatically saves your past searches so you can easily see what you searched for most recently.
  • Tips and suggested actions – Simply key in any term associated with the action into the field to find out how to perform it in an app. Search provides you with a Help document or video with steps to follow to complete your task.
  • Web Content: The search box in the app can be used to quickly find and learn new things. To conduct further research on a topic, type it into the search box and it will display basic facts as well as Bing search results that can be viewed in a browser when clicked.
  • Definitions : Type a word for which you need a definition in the search box and if the word or term is in the dictionary, the definition will automatically appear in Search.
  • Files: Type the file name of any document, spreadsheet, or presentation you need and Search automatically provides a shortcut.
  • Sharing Tools – Typing “Share” into the search box will prompt Search to get a shareable link of the file you are currently opening or editing.
  • Settings – Because Search learns your usage and search habits and preferences, it can also provide shortcuts to settings. For example, if you frequently use paragraph settings, you will be prompted to offer a shortcut to paragraph settings when you type “P” in Search.

Are there any app specific features?

Here are some app specific features you should know about:


  • BCC – When enabled, typing “bcc” in Search will automatically add a line for BCC to your email.
  • Quick Steps – Typing “Q” in the Outlook search box will bring up the Quick Steps feature, which you can use to better manage your inbox.
  • Insert a poll – When you write a new email and type “Vote” in Search, the Voting Actions feature is displayed, which allows you to insert your preferred poll type into the body of the email.


  • Reuse content: Use Search to retrieve a file that contains content that you want to include in a new email. Click the meatballs menu (…) in the upper-right corner of the file shortcut in the search box and click Reuse Content. This allows you to copy and paste the content you need from the file into your email body.
  • Views – Quickly change how you view your Word document by typing “View” in Search and selecting one from the options that suit your needs.


  • Freeze Panes – Type “F” in Search and choose Freeze Panes to keep your chosen rows or columns visible even as you scroll through the sheet.


  • Speaker Coach – Typing “Coach” into PowerPoint’s search box will give you a shortcut to Speaker Coach, which you can use to improve your presentation skills

Tech-Wales – Microsoft 365 experts

At Tech-Wales we are experts in MS Office 365 consultancy. We can provide you with you with essential support and advice when you want to set up Microsoft 365 for your business or want to get more out of Microsoft 365. Combined with our excellent business IT support and cloud computing services we can provide your organisation with the complete package. Feel free to contact us to discuss.