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How to search external emails (not from internal domain) in Outlook?

In Outlook daily working, it’s common to receive emails from your internal company and emails from external domains. In some cases, you may want to find out all external emails, or distinguish all external emails and internal ones in Outlook. But how? Try below workarounds:

One click to find emails by selected email's sender or sender domain in Outlook

With Kutools for Outlook, you can quickly search all email messages by selected email's sender with the (Search by) Sender feature, or search all email messages by selected email's sender domain with the (Search by) Sender Domain feature. Click for 60-day free trial without limitation!
search by sender domain

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arrow blue right bubble Search external emails (not from internal domain) within POP email account

If you need to find out all external emails which are not from internal domain within POP email account in Outlook, please do as follows:

1. Shift to the Mail view, and open the specified mail folder where you want to search external emails.

2. Place the cursor into the Instant Search box, and then click Search > From.

And now the search criteria from:”Sender Name” has been inserted into the Instant Search box. See screenshot:

3. In the Instant Search box, please replace Sender Name with your internal domain, such as @extendoffice.com, and then add NOT before your internal domain.

Now the search criteria  from:”Sender Name” is changed to from: NOT”@extendoffice.com”. See screenshot:

So far all external emails have been found and listed in the mail list already.


arrow blue right bubble Search external/internal emails within Exchange account

If you need to find out all external emails within Exchange account in Outlook, there seems no good ways to solve it. However, I will introduce a trick to distinguish external emails and internal emails in Exchange account’s mail folders.

1. Shift to the Mail view, open the specified mail folder of Exchange account you will distinguish external emails and internal ones, and then click View > View Settings.

2. In the opening Advanced View Settings dialog box, please click the Conditional Formatting button.

3. Now you get into the Conditional Formatting dialog box, please click the Add button, next type a name as you need into the Name box, and then click the Condition button. See screenshot:

4. In the new opening Filter dialog box, please type /O= into the From box on the Message tab, and then click the OK button.

5. And now you return to the Conditional Formatting dialog box, please click the Font button to open the Font dialog box, next customize the font formatting as you need in the Font dialog box, and click the OK button. See screenshot:

6. Click OK > OK to save settings and close dialog boxes.

And now in the specified mail folder, all emails with the customizing formatting are internal, while emails in normal font are external. See screenshot:


arrow blue right bubbleRelated Articles


Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier!

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
  • Attachment Tools: Manage All Attachments in All Mails, Auto Detach, Compress All, Rename All, Save All... Quick Report, Count Selected Mails...
  • Powerful Junk Emails by custom; Remove Duplicate Mails and Contacts... Enable you to do smarter, faster and better in Outlook.
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    Marcus Jansen · 1 years ago
    Danke für die Anleitung, die funktioniert gut.
    Wie geht das entsprechend mit gesendeten Mails?