A Guide to Using the Search Bar and Search Operators in Microsoft Outlook

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There are two ways to use the Microsoft Outlook Search bar. You can use the default bar as it appears on your Outlook or click the drop-down in the bar to get its advanced features. Here’s how both options work.

The Search bar is typically at the top of the Microsoft Outlook page. The simplified search bar is best used when the search does not involve complex search criteria. For example, if you are using a keyword. Here’s how to use it:

Step 1:Open theMicrosoft Outlook websitein a browser and log in to your Outlook account. Or you can use the desktop app.

Step 2:Move yourcursorto the top of the Outlook page, where thesearch baris located.

Step 3:Click thesearch barandenteryour search keyword.

Step 4:Press theEnterkey on your keyboard or click thesearch iconto run the search.

Where your Outlook search involves complex requirements, such as searching for a keyword within a subject line from a specific email address, you must use the Advanced Search bar. Here’s how:

Step 1:Click thesearch barto expand it.

Step 2:Click thedrop-downat the end of the expanded search bar. This should show theAdvanced Search filters.

Step 3:Using the Advanced Search filters, specify the requirements for your mailbox search. The default features of the Advanced Search filters include:

Step 4:Click theSearch buttonto complete your search.

How to Edit the Microsoft Outlook Advanced Search Filters

You can include additional search filters in the Microsoft Outlook advanced search bar. However, this only works for the Outlook app. Here’s what you should do:

Step 1:Click thedrop-down menuat the end of the expanded search bar to display theAdvanced Search filters.

Step 2:ClickAdd more optionsat the bottom left of the window to launch theAdvanced Search Options dialogbox.

Step 3:Now, check theboxesnext to your preferred filters.

Step 4:ClickApplyto save your changes after selecting your preferred filters.

How to Refine Search Results in Microsoft Outlook Using Search Operators

In Outlook, you can use certain words and symbols to make your search results more precise. These symbols or words are referred to as search operators. Outlook search operators must be in uppercase letters for them to work. Here are a few familiar search operators and when to use them.

AND

The AND search operator is best used when combining search terms in the search bar. This ensures that both keywords are present in the search results. For example,sempreANDsearchdisplays results with the wordssempreandsearch.

OR

The OR search operator is best used when combining search terms so that either term appears in the results. For example,sempreORsearchdisplays results that havesempreorsearch.

“ ”

The “ ” search operator is best used when you want exact results for a word or phrase. For example,“prefix matching”displays search results with the exact wordprefix matching.

()

The () search operator is best used to combine search operators. For example, if you want to search for an email containing(sempre OR prefix OR Prem) testing.

How the Microsoft Outlook Search Function Works

For most people, searching in Outlook means entering a keyword in the search bar and hitting enter. The expectation after this action is that the results brought up should have the item searched for. However, below we break how the search function works:

Prefix Matching

When searching with a keyword, it is essential to note that Outlook will search within your mailbox for messages that start with that keyword. If a word ends with that keyword, Outlook may not bring it up as a search result. For example, if you use the keyword‘pre’in your search, Outlook will generate results such as‘Prem,’ ‘preach,’and‘prehistoric’. However, words that end or do not start with pre, such as‘sempre’or‘spread,’will not feature in the results.

Search Scope

When using keywords to search your mailbox, the search range and results do not only include messages in the mail. Outlook will also search and return results that feature the words in the email’s subject, attachments, body, and sender name.

Search Limitations

Outlook has limitations when it comes to producing search results. Only the first 250 search results from your mailbox are shown. In addition, if your search includes numbers and the strings of numbers are less than four digits, Outlook will not produce any results. For example, if you search for a number such as ‘123’, Outlook will not produce any results as it is less than the 4-digit requirement.

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Last updated on 28 August, 2024

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