Outlook search sucks - possible solutions
Why is Outlook searching so hard?
Microsoft needs to improve the indexing capability of Outlook in order to help users find what they want, easily. ... But also most users don't know or are too lazy to use the advance search criteria to narrow down their search, as has been mentioned here already.
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 make Outlook better search?
- Activate the basic Search Tools toolbar. ...
- Search across multiple mailbox accounts. ...
- Use logical operators to refine searches. ...
- Use Field Name references to refine searches. ...
- Use special search tools to refine searches. ...
- Search email messages based on contact information.
Why is the outlook app so bad?
The biggest problem with Outlook for Android and iOS when it was first released was the omission of integration with mobile device management (MDM) tools. ... Without more management capabilities, IT can't manage what users can and can't do with the app – causing some organizations to ban use of the app altogether.
Many of us work remotely with Microsoft Teams. Have you ever wondered what your boss is keeping track of about your work day? For example, how much time you actually spent on work. Let's find out. (Joy music) Okay, so I logged into the Microsoft 365 admin center.
Here I will show you what kind of information your administrator has access to and what they can extract from the system. Teams has its own dedicated admin center. Let's get to that by listing them all and going to the Teams admin center.
Now let's look at the various reports available to you. Various reports are available here under Analyzes and Reports. For example the use of the app.
Let's go to the last 30 days and run the report. Here we see the different types of apps used in Teams. In this case, there are four Microsoft apps and two third-party apps.
This information is not from the user, it is general. So that we can see that there are two active users using Trello, there are four active users we are using e Teams etc. But we cannot see which one here User has used this application.
Let's return to our reports. If your company has calling plans in place, you can get information about the number of minutes users have spent calling and the cost of the calls by running these reports. See Device usage in Teams to see what type of device they are using to get to Teams.
Whether it's Windows, Mac, iOS, Android, etc. What about using teams? “Let's run this report and see what we get. So here we have the list of the different teams and we can see how many messages have been posted within a team, how many replies there have been, urgent messages, reactions, mentions and meetings that have been organized within the team.
If you now click on a team here, you will see all members of the team and if you click on a specific member you will learn a little more about their activities in teams. For example, this person has been in two meetings and one call. Under Call Log you can see all the calls that this person is like in.
You can also see the duration of the call and the participants, so if I just click on it, for example, I see who with this meeting was, the duration of the call is here and I have more technical information about the devices they used to connect and also the IP address etc. Now let's go back to the usage reports and see what we are below of user activity from teams. When I run the report here, I get an overview of the total number of channel messages, reply messages, and so on, but here I have the display names of the people and their activities on Teams.
Like how many channel messages each person has sent. Reply messages, post messages, chat messages, meetings in total. So here it is by user and no longer global.
How many one-on-one calls were there, all audio time, all article time, even screen sharing time and their most recent activity. It doesn't have a timestamp, it just has the date of its last activity. Okay, so that's the information you can see by user.
Now we've checked this is for teams only. But what about the other apps? Are we getting more information per person? Well, let's go back to the Microsoft 365 admin center. Let's take a look at reports.
Here we have the productivity rating. This is only the case at the organizational level. So what it says here is that no scores are provided at the individual user level.
This is a great way to compare your organization to a peer benchmark. It's also broken down into different categories but all of this is at the organization level. Now let's go to usage and see what we get here.
These reports show how people in the company are using 365 services. If I scroll down I can see how many active users are using microsoft 365 services, and i can see this by service to see the microsoft 365 apps, but again this is general. So this is at the organizational level.
I can't see exactly which active user is using this app here. I can also see email activity and Microsoft Teams activity check out this report here so let's see more and let's scroll down, this is where I see all of the usernames and I can see their recent activity for certain services. So here, when was the last time the user reader sent an email, when was the last time they did something in OneDrive? , or did you do something in SharePoint, in Skype? Then here we have Yammer and the last activity in Microsoft Teams, OK that's the information we get at the user level.
The other information is all available at the organization level, so that's what is currently being tracked with Microsoft Teams, in my experience when working with a remote team, it is always better to assign tasks and goals, for example with Planner, rather than micromanaging each person and keeping track of their working hours. If you want to learn more about Planner, watch this article, that gives you a complete introduction. Hope you found this article useful, if so, don't forget to cross your thumbs up and subscribe to this channel if you haven't already.
Thanks for watching and we'll see you in the next article. (upbeat music)
How do I fix Outlook 365 search?
Rebuilding the Index in Outlook 365
Click on Options and Search. Next click on Indexing Options. You should now see which locations are being indexed, click on the Advanced button. Once the advanced box has opened you will see in the section named Troubleshooting section you have the option to rebuild, click this ...
Is there a search option in Outlook email?
Outlook has a search option, and that search option makes sorting through your older archived emails and your current inbox a lot easier. Remember that your boss mentioned a task but can’t find the email?
What to do if outlook search is not working?
Click on Locations to Search, and make sure everything is checked. In particular, double-check that all data files and data stores are selected. If this still doesn’t help, verify that Windows Search is running. If you disabled Windows Search for some reason, or if something else disabled it, Outlook search won’t work properly.
Why does the search box disappear in outlook?
I have a few users who've received the update, and a major issue is that when they click on Search, which then opens the search options tab, and then try to click anything in the search options it takes focus away from the search box which makes the search options tab disappear!
Why is the search bar on the top of Outlook?
If you are in the Office Insiders group (and so getting early peaks at new Outlook features), you may have noticed that in a recent Outlook update the Search bar has been moved to the top of the Windows Desktop Outlook window. It’s not simply its position that has changed, though, it’s supposed to do faster searches and it does seem to do that.