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Redmen74's avatar
Redmen74
Copper Contributor
Sep 21, 2023

Search function in Outlook is terrible

I have a problem with the PA to the CEO. When she searches for emails in his mailbox (which she has full access to), it returns 997 mails. As an example, I chose a folder with 4 emails in it. I typed...
NikolinoDE's avatar
NikolinoDE
Gold Contributor
Sep 21, 2023

Redmen74 

Here are some suggestions to troubleshoot and improve the search functionality for the PA to the CEO:

  1. Rebuild the Search Index:
    • Close Outlook.
    • Go to Control Panel > Indexing Options (or use the Windows search bar to find it).
    • Click on "Modify" and ensure that Microsoft Outlook is selected for indexing.
    • Click on "Advanced" and then the "Rebuild" button to rebuild the search index.
    • This process may take some time, so be patient. Once it is done, restart your computer and open Outlook to check if the search issue is resolved.
  2. Check the Outlook Search Options:
    • In Outlook, go to File > Options.
    • In the Outlook Options window, click on the "Search" tab.
    • Make sure the "Include results only from" option is set to "Current Mailbox."
    • Also, ensure that "Improve search speed by limiting the number of results shown" is unchecked.
  3. Use Advanced Search Queries:
    • Encourage the PA to use more specific search terms and advanced search operators to narrow down search results. For example, using quotation marks to search for an exact phrase: "search term".
    • Teach her how to use keywords along with other search operators like "from:", "to:", "subject:", "received:", etc., to refine search results.
  4. Update Outlook:
    • Ensure that Outlook is up to date with the latest updates and patches. Sometimes, Microsoft releases updates that address search issues.
  5. Check for Add-Ins:
    • Third-party add-ins in Outlook can sometimes interfere with search functionality. Disable any unnecessary or suspicious add-ins and see if it improves search performance.
  6. Check for PST Files:
    • Ensure there are no PST files added to Outlook that are causing search issues. PST files are not indexed by default, and they can slow down searches.
  7. Check Exchange Server Configuration:
    • Ensure that the Exchange server is configured correctly and up to date. If there are issues on the server side, it can affect Outlook's search functionality.
  8. Check Windows Updates:
    • Ensure that Windows itself is up to date with the latest updates and patches. Sometimes, Windows updates can impact Outlook's performance.

 

By following these steps, you should be able to troubleshoot and resolve the search issue in Outlook and improve the PA's experience with email searches. The text and steps were edited with the help of various AI’s.

 

My answers are voluntary and without guarantee!

 

Hope this will help you.

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Baba_Jaga_in_Exile's avatar
Baba_Jaga_in_Exile
Copper Contributor
Aug 28, 2024

NikolinoDE

You might or might not work for M'soft, what does not matter at all, but your suggestions are just not helping at all.

 

Outlook search just does not work. Simple as.

No tries and no excuses. 15 years ago was working now it does not. Microsoft is trying to tell us they have this great AI machine, yet it cannot make search working in Outlook.

I am searching for a string 123 among emails, to find all that have that string somewhere in subject or text, with latest email containing exactly that string, and stupid application says no such items , did you want items with 456 displayed.....

Howe is that not daft and pathetic?

And listing tonnes of "improvement" options?

Imagine you bought a car that is not working and salesman tries to tell you how to remove panels, replace engine and empty windscreen washer bottle to reduce weight.....

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