What search options are there with Outlook?

Folder SearchYou know the problem – your mailbox is extensive and overcrowded with emails from colleagues, friends, newsletters and promotional offers. There seems to be two types of Outlook users when it comes to navigating the inbox: The hoarder, hoarding all of the emails in the inbox and never cleaning up, and the sorter, who organizes his emails into selected categories and folders. Both types of users have had the same problem, losing track of emails and having to look for it in the folders.

3 tips to help you:

A common problem with email search is the confusing number of results. Efficient searching in Outlook is best done using the context search in the ribbon or the search suggestion list. Weiterlesen

What are search folders?

Search_FolderYou all know the normal Outlook folders, such as the Inbox, where all received emails are stored and where you find the Sent Items folder, where all of the sent emails are stored. Outlook also offers, next to these „real“ folders, the ability to create virtual folders. No emails will be stored in it, but they contain specific search criteria.
When you frequently start more complex searches, such search folders are very handy to have. Next time you do not need to define the more complex search criteria in order to obtain the desired results.

Important: In the Search Folders, certain emails are displayed, but they are not stored in these folders. Therefore, if you delete a Search Folder, the emails contained therein will be deleted. Weiterlesen

How to use Search Folders in Outlook 2010

filesA search folder is a folder that only fills up with content that meets its search criteria. It may, for example, contain only emails in which the word „contract“ appears. In contrast to „normal“ folders, however, these emails are not really moved to a new folder or the search folder, but remain in their original location, but are displayed in the search folder.

So, you can setup a search folder for the word „contract,“ as in the example above, where your relevant emails are displayed, but those emails will still remain in the archive or your inbox, depending on where they were originally stored. Weiterlesen

Outlook 2013 and the New Public Folders

archiveIf you’ve tried out the new Outlook 2013with Exchange 2013 preview, you’ve probably noticed the changes with Public Folders. While Microsoft has been trying to move away from Public Folders basically since the beginning, it has been hard to get away from this extremely useful and proven function. In Outlook 2013 with Exchange 2013, Microsoft has moved to eliminate the Public Folder database and switch it over to a Public Folder Mailbox. The mailboxes will store, not only the Public Folder Hierarchy, but also the Public Folder content. The idea, I think was to bring Public Folders under the Database Availability Group (DAG) protections. This offers an easy way to make sure that you are dealing with current data, however, using DAG means that only one user at a time can use a “write” version of the data, and all other users in the company will be “read-only”.

Creating the Master Public Folder Mailbox

The Master Public Folder Mailbox is only stored in one place, which means that all other Public Folders only carry a copy of the master. If a PF is changed, the change is added to the Master and the Master sends out the change to all of the other folders. The Public Folder Management Console is also gone in Outlook 2013 with Exchange.


The entire program seems to be moving towards a more secure structure, but security always seems to encroach on the ease of use for most functions. Outlook 2013 for Exchange has removed the Admin functions for Public Folders and replaced them with Client permissions (aka Access Permissions). One of the main issues that we have with all of this is the search availability. You will no longer be able to use the native Outlook search function to search PF folders. I find it very curious that Outlook has decided to change it so much. If you think about companies that have been using Outlook for a while, the vast majority have amassed thousands of Public Folders.

I assume with the final release Outlook 2013, there will be a growing market for 3rd party vendors to not only help with the Public Folder Migration, but also with functions that are being removed or changed. Lookeen, for example, is already in a position to search all indexed folders that are located on the desktop or in Outlook, without trying to find a work around. The user can select which folders they would like to index and Lookeen will find it. We think that the changes to Outlook 2013 will actually help solidify our position as “the only search program you will ever need”.

Windows 8 and the Outlook Search Problem

Virus searchIt seems that the folks over at Microsoft forgot about one of their products when they built Windows 8. They forgot to include a search function for Outlook. If you’ve used the native Windows search to find your emails, you’ll now have to find a work-around. We’re not sure exactly why Microsoft would forget this handy little feature in their newest Windows OS, but it is a huge win for us at Lookeen.

If you’re looking for a desktop search that will also search your Outlook index, look no further than Lookeen. While Lookeen will not be found on the Windows 8 “Start” page, it has a search bar that fits neatly into your System tray. We were a little puzzled why they would disable this feature, the only possibility that I can come up with is that they want a universal system for all of their devices. Weiterlesen

Lookeen and Outlook 2013

OutlookI was sitting in the office the other day (next to one of our Support guys) and I asked him what people are asking about. He said that the majority of the emails in the last few months have been about Outlook 2013. It seems that there have been quite a few changes with Outlook, as well as with Windows itself and that has left quite a few users, er…. confused.

The Windows 8 desktop search doesn’t work with Outlook data anymore. As if learning to use Windows without a “Start” menu wasn’t enough of a change for users, now they have to go into Outlook itself to conduct mail searches. Other Outlook search add-ons don’t even work with Windows 8 or Outlook 2013. (See Xobni) This has led to a lot of people looking for a work-around. We have been telling our customers and potential customers that Lookeen will continue to work with Outlook 2013 data (and also Windows 8). Weiterlesen

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