How to search emails that include subfolders in Outlook?
In Microsoft Outlook, the default behavior when you initiate an instant search is to look for emails only within the currently selected folder. However, many users organize their emails using subfolders and may often need to run searches that span both a parent folder and all its subfolders. Failing to include subfolders in your search could lead to missing important emails hidden in nested directories. This tutorial provides step-by-step instructions on multiple effective methods to search for emails across both folders and their subfolders in Outlook, helping you avoid overlooked results and improve work efficiency.
Search emails include subfolders in Outlook 2010 and later versions
Search emails include subfolders in Outlook 2007
VBA: Advanced batch searching across folders and subfolders
Search emails include subfolders in Outlook 2010 and later versions
If you are using Outlook 2010 or later versions, you can easily expand your search to include both the current folder and all its subfolders. This is particularly helpful when your email organizational structure relies heavily on nested folders. The feature streamlines searches, eliminating the need to perform separate searches in each subfolder manually.
1. First, navigate to the email folder where you want to search. Any subfolders of this folder will be included in the search results if you choose the correct option.
2. Click in the "Instant Search" box at the top of your message list to activate the "Search Tools" tab. Enter your search keywords or conditions in this box as needed. Next, in the "Scope" group on the "Search" tab, click on the "All Subfolders" option. Refer to the screenshot below:
After completing these steps, Outlook will display all emails matching your search criteria from both the selected folder and all its underlying subfolders in a single unified message list. This minimizes the risk of missing emails and saves time compared to searching individual folders one by one.
Tip: To make it easier to identify the original location of each filtered email in the search results, you can display the "Folders" column. Click on the column header at the top of the mail list (such as "From" or "Received"), then ensure the "Folders" option is checked. This helps you quickly locate where each matched email resides within your folder structure.
Note: If you notice that not all subfolders are being searched, double-check your folder selection and make sure "All Subfolders" is highlighted in the Scope group. Also, verify your Outlook indexing settings if search results seem incomplete.
Search emails include subfolders in Outlook 2007
In Outlook 2007, the built-in instant search does not support searching through subfolders directly from the main interface. Instead, you need to use a Search Folder to accomplish this task. Creating a Search Folder provides a way to aggregate emails across multiple folders (including subfolders) into a virtual searchable view, which is particularly valuable if your emails are distributed across a complex folder hierarchy. The benefit of this approach is that it allows for flexible, repeated use of customized search conditions.
1. Click on the "File" menu at the top of Outlook, then select "New" and click "Search Folder." See screenshot:
2. In the "New Search Folder" dialog box, scroll down to find and select "Create a custom Search Folder" under the "Custom" section, then click the "Choose" button to specify its criteria.
3. In the "Custom Search Folder" dialog, give your new search folder a descriptive name (e.g., "Inbox and Subfolders Search"), then click the "Browse" button to select which folders to include in the search scope.
4. When the "Select Folder(s)" window appears, do the following:
1). Check the parent folder you wish to search—such as "Inbox".
2). Check the "Search subfolders" box to ensure all subfolders are included.
3). Click the "OK" button to confirm. See screenshot:
5. In the "Custom Search Folder" dialog, click "OK" to save your custom search folder settings.
6. If a prompt box appears asking whether you want to apply your search settings, click "Yes" to proceed.
7. Finally, click the "OK" button again in the "New Search Folder" dialog to complete the setup process.
8. Your customized search folder is now created, displaying emails from both the Inbox (or any folder you chose) and all its subfolders. You can type your desired search conditions in the search box at the top of the search folder, and Outlook will return matching emails from the entire scope you set. This is particularly useful for regular or complex folder searches, as you can simply revisit the custom search folder at any time to perform searches without having to recreate the settings.
Tip: If you want to adjust the scope or criteria of your search folder, right-click it in the Navigation Pane and select "Customize this search folder". Make changes as needed.
Limitation: Search Folders are virtual views and do not physically move your emails; they simply show aggregate results. Large mailboxes or extensive search conditions may result in slower search performance or more CPU/memory usage.
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