Search emails in Outlook with the Search box and choose a scope. Filters and operators narrow results by sender, subject, date and attachment. Outlook returns only the first 1,000 results. Rebuild the index when search finds nothing. PST viewer software searches a PST file without Outlook.
You can search emails in Outlook from the Search box above the message list. One name or word finds mail until a mailbox grows to thousands of messages.
This guide explains five methods that search emails in Outlook and shows when every method fits.
Microsoft documents the basics in its Outlook search article.
Which Method Finds Your Email?
Match your search need to a method first:
| Search Need | Starting Point | Method |
|---|---|---|
| Find a sender or a word | Search box | Method #1 |
| Narrow by sender or date | Refine filters | Method #2 |
| Combine exact conditions | Search operators | Method #3 |
| Search finds nothing | Index rebuild | Method #4 |
| Search a PST file without Outlook | Viewer software | Method #5 |
5 Ways to Search Emails in MS Outlook
Four methods use Outlook and one uses software:
| Way | Strength | Weakness |
|---|---|---|
| Search Box | Simple lookups | Matches word starts only |
| Refine Filters | Mouse based narrowing | Preset fields |
| Search Operators | Exact conditions | Syntax must be exact |
| Index Rebuild | Missing results | Takes a long time |
| PST Viewer Software | Files outside Outlook | Paid software |
Method #1: Use the Search Box and Choose a Scope (Free)
Outlook searches the folder you are viewing first. Four steps search emails in Outlook by word:
- Click the Search box above the message list.
- Type a name or a word from the message.
- Choose Current Folder, Subfolders, Current Mailbox, All Mailboxes or All Outlook Items as the scope.
- Click Close Search when you finish.
Note: Microsoft states that search matches the start of a word. Ray finds Raymond but not tray. Punctuation is ignored and numbers under five digits are ignored. Outlook returns only the first 1,000 results. Quotation marks match an exact phrase and Recent Searches repeats an earlier search.
Method #2: Narrow Results With Refine Filters (Free)
Filters save typing when you know one detail of the message. Four steps search emails in Outlook with a filter:
- Click the Search box to open the filters.
- Choose From, Subject, Has Attachment, Categorized, Sent To, Unread, Flagged or Important.
- Select More for extra fields.
- Open the Search tab and use the Refine group or the Advanced Search filter button at the right of the box for more fields.
Method #3: Type Search Operators (Free)
Operators work in the Search box of Outlook for Microsoft 365 and Outlook 2024, 2021, 2019 and 2016. Microsoft lists these keywords:
from:finds mail from a sender.to:finds mail you sent to a person in Sent Items.subject:finds a word in the subject line.hasattachment:yesfinds mail with files attached.received:finds mail by the date it arrived.category:finds mail with a colour category.read:nofinds unread mail.messagesize:finds mail by size.
Join keywords with a space. subject:status received:June finds status mail from June. Type AND, OR and NOT in capital letters to combine words.
Note: Microsoft states that new Outlook does not support the size keywords.
Method #4: Rebuild the Search Index (Free)
Search misses mail that exists when the index is damaged. Classic Outlook has an indexing setting. Six steps rebuild the index:
- Select File, Options and Search.
- Click Indexing Options and confirm that Microsoft Outlook is an included location.
- Close Outlook.
- Open Indexing Options in the Control Panel and click Advanced.
- Open the Index Settings tab and click Troubleshooting.
- Click Rebuild and wait.
Note: Microsoft states that the rebuild can take a long time.
Method #5: Search PST Files With EmailDoctor PST Viewer Pro (Paid)
Outlook search cannot reach a PST file that sits outside your profile. EmailDoctor PST Viewer Pro opens PST files without Outlook and searches for them in chosen locations or across the computer according to the vendor page. Advanced search finds specific data.
Add the PST File
Copy the file first. Four steps add it:
- Open the software and click Add File on the toolbar.
- Choose Select File and browse to the PST file. Choose Search File to find PST files with Search Selected Drive or Search All Drive.
- Tick Remove Encryption when emails are encrypted with SMIME or OpenPGP.
- Choose Quick for a file with minimum corruption according to the window text and click Add.
Preview the Folders
Two steps preview the mail:
- Select a folder in the Folder List to see its mail.
- Click a message to open it in the preview pane.
Export What You Found
- Click Export, choose PDF or PRINT, set the Destination with Browse and click Export.
Note: Pro exports to PDF and print according to the vendor page. Pro Plus adds PST, MBOX, MSG and EML export. Buyers get 30 days money back with conditions.
Why Does Outlook Search Miss Mail?
Check these cases before you rebuild the index:
| Search Result | Reason | Remedy |
|---|---|---|
| Part of a word fails | Search matches word starts | Type the first letters |
| Only 1,000 results show | Outlook stops at 1,000 | Add a filter or an operator |
| 365 misses Microsoft365 | Search matches word starts | Type Microsoft365 |
| Nothing is found | The index is damaged | Use Method #4 |
| Size keywords fail | New Outlook lacks them | Use classic Outlook |
Frequently Asked Questions
How do I Search Emails in Outlook by Sender?
Type from: and the name in the Search box or choose From in the filters.
How do I Search All Folders in Outlook?
Choose Current Mailbox or All Mailboxes in the scope list of the Search box.
Why Does Outlook Show Only 1,000 Results?
Microsoft states that Outlook returns only the first 1,000 results. Add a filter or an operator to narrow the list.
Does Outlook Search Find Part of a Word?
No. Outlook matches the start of a word. Ray finds Raymond but not tray.
How do I Search Emails With Attachments?
Type hasattachment:yes or choose Has Attachment in the filters.
Does New Outlook Support Size Keywords?
No. Microsoft states that new Outlook does not support the size keywords.
How Long Does an Index Rebuild Take?
Microsoft states that the rebuild can take a long time. Close Outlook before you start.
Can I Search a PST File Without Outlook?
Yes with PST viewer software. PST Viewer Pro needs no Outlook according to the vendor page.
Author’s Verdict
Search box queries suit simple lookups. Filters and operators suit exact searches.
Rebuild the index when Outlook search misses mail that exists. Choose viewer software when you must search emails in Outlook PST files that sit outside your profile.
Copy the PST file first and test one search before you export mail.
- Search emails in Outlook with the Search box and a scope.
- Filters and operators narrow results and Outlook returns only 1,000 results.
- Rebuilding the index repairs missing results.
- Viewer software searches PST files without Outlook.
Next Read: Why Am I Getting Junk Mail in My Outlook Inbox?
Also Read: Remove Ghost Emails From Outlook | Outlook Inbox Not Loading Emails
