Downloadable PDF of documentation shown below
Make sure a new OST file is reloaded on a problematic
computer by doing the following.
out of Outlook and Skype for Business if you have it open
the Windows Run program by typing ⊞ Win+R or
typing Run in your search box.
in %localappdata%\Microsoft\Outlook and
will open the default location of your .OST file, find a file with your full
email address. Highlight the file and delete it, Outlook will recreate it the
next time you launch it.
Make sure that all the .PST files are moved into the
"Online-Archive" folder. PST files were not originally designed to be
on the network, but rather locally on the computer. These files can grow to large
sizes thus making it difficult for the "Search-Indexing" function to
accurately index all of the data including email messages and all their words
when these PST files are located in a network location. The "Search
Locations" option is unable to correctly index .PST files, but properly,
these should all now be integrated into the "Online Archive" folder.
Modify the account settings to get all the mail
downloaded (not just the last 12 months)
This can be found by going to File>Account Settings x2>Change
(see screen shot below)
Making sure Indexing is done:
In Outlook 2010, Outlook 2013
and Outlook 2016 follow these steps to verify that indexing is complete:
In Outlook, click in the Search box.
Click the Search tab,
click Search Tools, and then click Indexing Status.
3. When the Indexing Status dialog appears, you should see the following:
Search option settings:
Under “Search Tools”, “Locations to Search” you’ll see
the places the Search will work. The option for “Online-Archive” is selected by
default, along with the main mailbox, Your.Username@ucdenver.edu. Sometimes
if you have an additional mailbox added, it will not show up as an option to be
checked and search.
Make sure the slider bar for “Mail to keep offline” is moved
all the way to the right, so all the email from the Office 365 Server is
installed locally to the OST file. Note: this can affect Outlook operations and
Recommended Search Options settings:
Going into the File -> Options -> Search you can de-select
"Improve search speed by limiting the number of results shown"
2013 is not patched, and the version is outdated, a Registry change can be made
to show more than 30 search findings.
Outlook version to see if the below fix is needed:
limit on the search results (by default in Outlook 2013 it's 30) – To get all
results change the Registry entry to 0
If the SearchResultsCap DWORD is missing, the checkbox will be
enabled and the default behavior is functional (Outlook 2010 and Outlook 2007:
200 items returned. Outlook 2013: 30
items returned before Outlook.exe build 15.0.4641.1001, and 250 items returned
after Outlook.exe build 15.0.4641.1001).
Note: After installing the August 19,
2014 update for Outlook 2013 update (or a later
update), the default limit is 250 items (Outlook.exe build is 15.0.4641.1001 or
can narrow your results even further by changing your search. Here are some
reports" (including the quotes) to find messages containing the
exact phrase "expense reports."
AND report ("AND" needs to be in all caps) to find messages
containing both the word expense and the word report, but not necessarily in
that order. You can also use "OR."
NOT report ("NOT" needs to be in all caps) to find messages
containing the word expense but not the word report.
Type from:”lastname, firstname” to find
messages from specific people
Type from:”lastname, firstname”
subject:”keyword” (the keyword can be a subject or topic you are looking
for) to find messages from specific
people containing specific words
Documents or URL’s: