Outlook search fails when the Windows search index is incomplete. Check that Microsoft Outlook is an indexed location and that the search scope fits. Then close Outlook and select Rebuild under Indexing Options in Control Panel. Microsoft warns the rebuild can be slow.
Outlook shows few results or none for a message you know exists. Microsoft links this symptom to an incomplete index and lists three checks.
Steps follow the Microsoft Support page on rebuilding your Instant Search catalog.
What Shows an Incomplete Index?
- Few results. Search returns few or no items.
- Missing items. Messages you expect do not appear.
How do You Check Outlook Search Options?
- Select File then Options then Search.
- Under Sources select Indexing Options.
- Confirm Microsoft Outlook sits in the included locations. Use Modify to add it.
Does the Search Scope Fit?
Open the Current Mailbox list and review the scope group. Choices are All Mailboxes, Current Mailbox, Current Folder, All Subfolders and All Outlook Items. Narrow scope hides results from other folders.
How do You Rebuild the Search Catalog?
- Close Outlook and open Control Panel.
- Choose Indexing Options.
- In Indexed Locations check the location to modify and select OK.
- Open Advanced. On the Index Settings tab under Troubleshooting select Rebuild.
- Select OK in the Rebuild Index warning.
Microsoft warns that rebuilding can take a long time. Do not shut down the computer until indexing ends.
Related reading: Outlook data file compacting and free Outlook PST viewers.
Frequently Asked Questions
Why does Outlook Search Show No Results?
Microsoft links the symptom to an incomplete index.
Where do I Rebuild the Outlook Index?
In Control Panel open Indexing Options then Advanced then Rebuild.
Do I Close Outlook First?
Yes. Microsoft tells you to close Outlook before you rebuild.
How Long does a Rebuild Take?
Microsoft warns of a long wait.
Which Search Scope does Outlook Offer?
All Mailboxes, Current Mailbox, Current Folder, All Subfolders and All Outlook Items.
Key Takeaways
- Few or missing results point to an incomplete index.
- Confirm Outlook is an indexed location.
- Check the search scope.
- Rebuild under Indexing Options after you close Outlook.
- Rebuilding can be slow.
Sources and References
Steps follow the Microsoft Support page.
- Fix search issues by rebuilding your Instant Search catalog (Microsoft Support) support.microsoft.com