Outlook constantly indexing - how to address
Why is Outlook indexing taking so long?
Sometimes indexing can lag, causing searches to take longer than usual. ... If you suspect only one location or file on your computer is causing the problem, you can disable that location from indexing and add it again to rebuild that part of the Index without having to rebuild the entire index.
One of the problems I have with Outlook is the time I spend looking for things. In the past I've used a tiered folder structure to archive the emails I wanted to keep, but I've found that I've organized them like the old days, like a filing cabinet with lots of different drawers is not how Outlook should be used. So I started using Search in Outlook, but it didn't work the way I wanted it to.
Got back hundreds of results trying to visually filter, you can imagine the frustration there, at some point I realized there was a lot more to search than just put a word in the search box and hit enter can actually find exactly what you want, you just have to know how to ask correctly. (upbeat music) Microsoft updated the search function for Office 365 in 2019. Search is now faster and the search bar itself has been moved to the title bar at the very top of Outlook.
This is now the same for the desktop app and Outlook for the web. To use Search, just click your mouse or u Use the keyboard shortcut Alt + Q or Ctrl + E. This will open a drop-down menu where Outlook makes personalized suggestions based on your past activity.
I don't find this particularly helpful, but repeating a search can come in handy. In the past, I've entered my search terms here and got hundreds of results back, but it's like driving your car in first gear only. It will take you forever to get anywhere.
There are two ways to use search. Instant Search and Advanced Search Search, I'll show you both. Let's start with Instant Search.
So let's see I'm looking for something with the keyword XelPlus. I just type it into the search box, hit enter, and get all of these results. To narrow it down To get to the results I can go to the Search tab using these buttons and drop down menus.
I can refine my search step by step. With Scope here on the left, you can narrow down or expand the scope of your search. The default is current mailbox and I'll show you later how you can change your default if you need to.
As you have more accounts you may want to expand your search to all mailboxes. Another way to narrow down your search is to do this to restrict them to the current folder only, in my example here it means Inbox, with no subfolders, if you select subfolders you can include Inbox and any folder under it. All Outlook elements are as wide as possible.
It is searched in all mailboxes and not only in e-mails but also in your calendar and contacts. Under Results you will get an option to include deleted items in your search, depending on your situation, this could really bloat your results so I don't recommend it. Instead, you can always search the deleted items folder separately.
If your search doesn't return, you can choose what you're looking for, but it will take longer this way. Refine here really allows you to narrow down your search results. Let's say the message I'm looking for was for me.
I can click From and type Leila and hit Enter. This way it searches for searches ev everything with a keyboard XelPlusWhere Leila is the sender, but let's not stop there. I know the message had an attachment so I choose Has attachments.
And maybe I know that too Word Course was in the subject line, I can click Subject and add that to my search, and here is the email I was looking for too. When you categorize your email, you can use this drop-down list to limit your results to a specific category, or you can use Send To to search for recipients. You can search for emails that you've marked or marked as important.
These options will really help you find what you are looking for. Now let's talk about advanced search. The second method is to use advanced search, which is now more efficient and gives you even more options; instead of narrowing the search down sequentially like with Instant Search, you can do it all at once.
To get it, click in the search box, then click the drop-down menu here on the page. This will open a drop down menu with predefined search fields, you can choose where to search, whether or not what you are looking for has an attachment. Basically, all of the search options we saw on the Search tab can be found here too, and you have even more choices.
For example, with attachment contains you can search directly for keywords that you know are in the attachment of the message. Let's say I know that the message I'm looking for had an attachment that contained the word set one. I put it in quotes because I want an exact match with the phrase.
We'll cover search syntax towards the end of the article, so stay tuned. Now we click on search and I get two results. When we open the attachment we see that it found the phrase group in the PDF pretty cool, plus, you are not limited to the predefined search fields we signed a drop down menu, let's close that search and go back to the advanced search Notice the Add More Options button in the corner here, when we click on it we get to the advanced search options where we can enable additional search fields.
So let's say I want the option to search specifically for recipients in BCC, check this box and click on 'Apply'. BCC is now available for searching. So keep these additional options in mind.
If you can't find the fields then you'll need to narrow your results down to. Now we're talking about options and indexing. As always with Office products, there are some standard application options that we should explore.
Go to File, Options, and then select Search , under Results you can set the default folder for instant search, I usually have this on the second option page, you can include deleted items when searching in all items. I usually don't enable that. You can also change the highlight color, this is the color that is used to highlight the search terms in the results have indexing options, this is an important topic when it comes to searching.
Indexing helps you get faster search results and is relevant not only to Outlook searches, but to any search you do in Windows. In essence, indexing is g of searching your files, messages, and all other content on your PC and cataloging the information. And when Outlook Search often doesn't find what you're looking for or gives you incomplete results, indexing isn't working properly much more for indexing on Windows 10 than I can cover in today's article, but two important things to keep in mind should notice.
If we click on Indexing Options above, we will get the current status. Make sure that indexing is complete. And second, make sure Outlook is included as part of the indexing, so under Indexing these locations you should see Microsoft Outlook, if not, select Change and click to enable it.
As a last resort, if you're still If you have problems with accurate search results or indexing, you may not need to quit Rebuild the search catalog. This will restart the indexing of your data files. Finally, let's talk about the search syntax.
Now that we understand the technical details of Outlook Searchlet, we will cover some fundamentals of search syntax. Outlook Search uses Out Prefix Matching, so typing plus in the search box will find messages that contain plus, plus, and plushie, but not XelPlus or Excess, and are case insensitive. How to Find Plus in Correct Spelling and PLUS in Uppercase You have already seen that when you want to search for an exact phrase, e.g.
B. want to define a sentence, have to put it in quotation marks. If you don't, all variations will be returned.
You can also use logical operators such as, and, or, and not in your search, but you must use capital letters. For example, searching for Leila AND Gharani will return items that contain both Leila and Gharani, but not necessarily in that order. Leila OR Gharani finds items that contain Leila, Leila, Gharani, or any other combination of uppercase and lowercase letters.
Leila NOT Gharani, finds all elements with Leila that do not contain the word Gharani. You can even use comparison operators such as B. larger or smaller characters.
For example, when entering the message size, put a colon and then those larger than 5MB in the search box. It will return items that are larger than five megabytes, pretty cool, right? If I use the received syntax that is greater than February 6, 2021, it will return all email received after February 6, 2021. There are many more options.
I will include a link to a Microsoft support page in the description of this article that will give you many more ideas. Now you will agree with me that Outlook Search offers a lot more than meets the eye. Hope these tips are helpful in helping you find what you need.
As always, if you enjoyed what you saw, please give this article a thumbs up and consider subscribing to this article if you haven't already. Thank you for watching and see you in the next article. (Happy music)
How do I fix Outlook indexing?
- Click on File then Options.
- Select Search on the left then click Indexing Options.
- Click Advanced.
- Click the Rebuild button.
How do I turn off indexing in Outlook?
On the File tab, choose Options > Search. Under Sources, click Indexing Options. Note: In the Indexing Options dialog box, under Index these locations, make sure Microsoft Outlook is an included location. You can click Modify if necessary to change selected locations.
(happy electronic keyboard music) - Hey everyone, David and David here from PayetteForward.com and UpPhone.com, and in this article we're going to tell you about seven Mac settings that you should turn off right now.
Before we dive in, let's just say that we are trying to grow, there are several ways you can help us by subscribing to this channel and sharing this article with your friends, so let's talk about the Mac settings that you disable - So on your Mac, we go to the Apple menu in the top left corner of the screen and just tap on System Preferences - The first thing we're going to do is disable unnecessary login items that could slow down your Mac - These are background programs that are running and often installed when you install new software. And a lot of them are just going to slow things down because you never use them and you might not even know they are running. To do this, in System Preferences, tap Users & Groups, and then tap Login Items.
And on my c computer I can see that I have six of them. So backup and sync from Google, I want to hide this, but I want it to be there. aText, Spectacle, both great software.
But this ZoomOpener is a article chat app, but I don't use Zoom anymore so I can just tap that minus sign and it's gone. And now the ZoomOpener will never run in the background of my Mac again. I recommend pressing the minus button next to all the applications that you see in this list and that you do not recognize.
The next time you restart your Mac it might be a little faster - so our next tip is to disable any unnecessary apps that are tracking your location wherever you are - so let's go back to the main System Preferences window and tap On security & data protection. Just like the GPS feature on your iPhone, it uses up a lot of battery life. Same goes for your Mac.
It may not have a built-in GPS chip, but if it keeps asking, where am I, where am I, where am I? It'll drain your battery faster and a ton of apps don't need to know where you are all the time. This is one of those settings. Make sure you have selected Privacy here on the right, where you need to click the lock, to get access a Mac with Touch ID, you need to enter your password here and this is your Mac password that comes with your Apple ID may or may not be identical.
I will only be using the Touch ID here. And I want to leave the Enable Location Services enabled because Location Services are great for a lot of apps. But this KisMac app doesn't need to know where I am.
And if you see an arrow next to it, it means it used your location and also used your battery within the last 24 hours. So I don't need Siri to know where I am. I keep the Weather app on because sometimes I like to check the weather and it's cool when it knows where I am Don't use Mac maps.
So, with the idea, just go through this list and deselect the ones that don't need to have constant access to your location. - Yep.The next thing we're going to do is turn off those unnecessary system services that are always running and this can drain your battery life as well. - Yes, they are the insidious ones.
So you need to go to the bottom of this menu and then click on Details on the right. And here we have location-based suggestions, time zone and system adjustments. If you travel between time zones a lot, you may want to leave this on.
But what I do is I just leave this out and then when I go to a new time zone I check the box, it changes the time, then I remove the check box. It doesn't always have to check what time zone I'm in. Significant places, kind of scary, haunts you everywhere you go.
Location-based Apple Ads? No thanks. Find My Mac is the only one I leave on because I want to be able to find my Mac if it is lost. And I just turn off HomeKit and Wi-Fi Networking, Wi-Fi Networking will still work, HomeKit will still work, except for location tracking - Next we will turn off Mac Anal ytics, just like on your iPhone, Apple collects data about it how you use your iPhone.
And they use this to improve their products. We still believe that Apple can improve their own products by themselves. - Yes.
We will not send. Using our analytics data, you can use your battery unload. - On the left side of this window, just scroll down until you find Analytics.
Click on it and then uncheck Share Mac Analytics. Also, share iCloud Analytics. Let's go. - Yeah! - We're going to save some battery life.
So for our next setup, you'll actually need to enable this to turn it off. Of course we will Limit ad tracking We don't want advertisers to track usage everywhere we go and collect all this data about us. We're only going to enable ad tracking limitation. - boom.
Enabled. And then you can also click Reset Advertising ID. Are you sure you want to reset the ID? (sarcastically) Now the ads you see in Apple apps and also on the web are no longer so targeted.
The less data they have about us, the better. Trust me, they still have more than enough data on us to send us advertisements even if this is enabled. - Yep.
So our next tip is to turn off unnecessary notifications. - Notifications are the things that do all the time Showing up in the top right corner of your Mac can be quite annoying, and they can drain your battery life a little too. So let's go back to the main System Preferences window and tap Notifications on the right.
Just look through this list and ask yourself, do I really want to receive these popup notifications from this app? So I don't need notifications from the books app. Calendar is a yes for me because I want to know if I have an event. FaceTime is a yes, etc. et cetera, et cetera.
Go through the list, if you don't recognize an app, turn it off - Yep. So our next tip, now we've turned off unnecessary sary notifications, we're going to turn off unnecessary extensions .- I go back to the main System Preferences window and go to Extensions.
Extensions are small pieces of software that work with applications that you install on your Mac to give them specific access and permissions to files on your Mac or other services. But sometimes it's not good to have them turned on because little things can come up, little problems. So go through here.
Evernote for example, I don't need to have access to Quick Look, what happens when you click on a file and hit the space bar, it shows up. I don't need Evernote to see this, so I'll just turn that off. Skitch, Photos Editing.
I don't need this. Simply deactivate everything here that you think doesn't need access to the files and the Finder app on your Mac. So these are seven Mac settings that you should activate immediately.
After doing this, we recommend restarting your Mac. Just to make sure these settings take effect. You can do this by hovering your mouse over the Apple and clicking Restart.
Your Mac will restart, you are done. Thank you for watching this article. Leave us a comment below if you have any other questions about the Mac, and don't forget to subscribe to this channel for more great Apple articles.
What does it mean when Outlook is indexing?
What should I do if my outlook is not indexing?
Find and run the Search and Indexing troubleshooter. Start Outlook and click in the Search box. Select Search Tools > Indexing Status from the Search menu. If Outlook has not finished indexing, note the items remaining to be indexed, wait five minutes, and then check again. If the number of items did not decrease, continue to the next step.
What is the name of the indexing service in outlook?
Outlook’s search relies on the Windows to find items. You need to look at the Windows Search Service and get that working correctly. Once that’s done Outlook should be able to search itself quickly. Windows Search is the current name for the indexing service.
Why does outlook keep showing the incomplete index?
Sometimes you might need to leave the computer on overnight so the indexing service can catch up. But too often, the indexing never ends. Outlook always shows the ‘incomplete index’ error message above no matter how long you wait. There’s many possible sources of the problem and therefore solutions.
What causes indexing problem in outlook-Remo repair?
What Causes Indexing Problem in Outlook? 1 What Causes Indexing Problem in Outlook? #If PST file is indexed incompletely, then you may come across indexing issues 2 Incomplete installation of Outlook add-ins can cause indexing problem in Outlook 3 Having large email attachments may also cause indexing issues