Outlook Search Not Working How to Fix It

Outlook Search Not Working How to Fix It

When Outlook search returns nothing, misses emails you know are there, or only finds old messages, the cause is almost always in how Outlook indexes your mail. The fix depends on which Outlook you use, so check that first.

Which Outlook Do You Have?

• Classic Outlook (part of Microsoft 365 or Office): has a File menu at the top left. Its search relies on Windows Search indexing on your PC.
• New Outlook for Windows: has a New Outlook toggle at the top right, or looks like Outlook on the web. It searches your mailbox online, not through the Windows index.

Quick test for both: sign in to Outlook on the web (outlook.com for personal accounts, or outlook.office.com for work and school) and search there. If it works on the web but not on your PC, the problem is local and the steps below will fix it. If it fails on the web too, the mailbox or service is the issue; wait a while or contact your email administrator.

Fixes for Classic Outlook

1. Restart Outlook and the PC

Close Outlook completely (check Task Manager that OUTLOOK.EXE isn't still running) and restart the PC. It's simple, but it clears a stuck search process more often than you'd expect.

2. Update Office and Windows

Search bugs are regularly fixed in updates. In Outlook, go to File > Office Account > Update Options > Update Now. Then install anything waiting in Settings > Windows Update.

3. Check the Indexing Status

1. Click in the search box so the Search tab appears.
2. Select Search Tools > Indexing Status.

If it says items remain to be indexed, Outlook is still catching up, and results will be incomplete until it finishes. Leave Outlook open for a while. If the number doesn't go down after several hours, move on to the next steps.

4. Make Sure Outlook Is Being Indexed

1. In Outlook, go to File > Options > Search > Indexing Options.
2. Click Modify.
3. Make sure Microsoft Outlook is ticked, then click OK.

5. Check Where Outlook Is Searching

At the left of the search box (or on the Search tab) is a scope setting. Current Folder only searches the folder you're in. Change it to All Mailboxes or All Outlook Items to search everything.

6. Rebuild the Search Index

This fixes most cases where search stays empty or misses recent mail.

1. Go to File > Options > Search > Indexing Options.
2. Click Advanced.
3. Under Troubleshooting, click Rebuild and confirm.

Rebuilding clears the index for the whole PC and starts again, so Windows search in File Explorer is also slower for a while. For a large mailbox it can take hours. Keep the PC on and Outlook open, and check Indexing Status now and then.

7. Run the Search and Indexing Troubleshooter

If the index won't finish, open Settings > System > Troubleshoot > Other troubleshooters and run Search and Indexing if it's listed (newer Windows 11 versions move it to the Get Help app: search there for "search and indexing"). Tick Outlook search doesn't return results when asked.

If Windows search itself is broken, you'll also notice it on the taskbar and in File Explorer; our guide Windows search not working in Windows 11 covers that.

8. Check Cached Exchange Mode

For Microsoft 365 and Exchange accounts, Outlook may only keep recent mail on your PC.

1. Go to File > Account Settings > Account Settings.
2. Select your account and click Change.
3. Look at the Download email for the past slider (for example 1 year). Older messages aren't searched locally.

Move the slider further (or to All) to include older mail, then restart Outlook. Alternatively, in the search results, click the option to search more on the server when it appears.

9. Check the Outlook Data File

A damaged data file can stop indexing. For POP and IMAP accounts, the Inbox Repair Tool (SCANPST.EXE) can check .pst files; it's in your Office installation folder. Back up the .pst file first, since repair can remove damaged items. For Microsoft 365 or Exchange accounts, you can instead close Outlook, rename the .ost file and let Outlook download the mailbox again (this can take a long time on a large mailbox and slow connection).

Fixes for New Outlook

• Sign out and back in: Settings > Accounts, remove and re-add the account, or restart the app.
• Check the web: if search also fails on Outlook on the web, it's a service or mailbox issue; check your organisation's service status or try later.
• Update the app: open Microsoft Store > Library > Get updates.
• Repair or reset the app: Settings > Apps > Installed apps, find Outlook (new), click the three dots > Advanced options > Repair, then Reset if needed.

Still Not Finding Emails?

• Check the Deleted Items, Junk Email and Archive folders, and any mail rules that move messages.
• If emails aren't arriving at all, it isn't a search problem; see how to fix Outlook not sending or receiving emails.
• If Outlook and Windows are both very slow, indexing may never catch up; see Windows running slow: 15 fixes.

If you need search working today and the rebuild hasn't finished, use Outlook on the web in the meantime. It searches the same mailbox directly.

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Frequently Asked Questions (FAQ)

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