Simplelists keeps a record of all of the emails that have been sent to your list. This archive can be useful for new list members who might need to quickly get to grips with topics that have already been covered in a private group discussion. It is also a great tool for keeping a back up of all of your communications. If you haven’t already, you can learn how to set up, view and personalise the archive in a recent post on our blog. Below, we explain how to search your email archive, allowing you to find old emails using a keyword search.
Finding the right message in a busy list
Busy lists that have existed for a long time can accumulate thousands of emails over many years. When new members join a list, they can be granted permission to read emails that were sent before they joined, and access old emails about a specific subject. To do this, the Simplelists email archive has a keyword search function that allows you to look for old emails by keyword. You can also browse all messages by date or by thread.
Accessing the archive
You can find the archive search function from the Members Home page once you have logged in to your Simplelists account. Under ‘What would you like to do?’, click on ‘View list archives’. If your list manager has set up a password for accessing the archive, you will need to enter this. Otherwise, you can request an access code by entering your email address.
Once in the mail archive, messages are grouped by month and year, with the search box at the top. Type in your keyword and the relevant emails will be displayed. On this page, you can also view list statistics and read more information about your list.
We all know how to use a search box but these tips might come in useful if you’re not entirely sure of the best keyword to search for:
Wildcard ‘?’ – Type the ? symbol and it will be replaced with any single character. This is handy when you’re not sure how a word should be spelt. For example, you might be looking for an old email titled ‘Worthington Event’ but you had forgotten if ‘Worthington’ was spelled with an ‘o’ or a ‘i’ you can type ‘W?rthington’ and the results will show emails with both spellings.
Wildcard ‘*’ – Type the * symbol and it will be replaced with any number of characters. Using the previous example, if you weren’t at all sure how to spell ‘Worthington’ you could type ‘W*ton’. The search results will show all emails that start with a ‘w’ and end with the letters ‘ton’, including ‘Worthington’.
You can also search by keyword for specific months. Browse to the month of the email that you are looking for and then search while in that month. The search will geneate results only for that month.