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

Quick Tips

• Outlook search uses Prefix Matching, has a Search Scope, and can only search a minimum word count.
• Using And, OR operators can help you find things quickly.
• Adding more options can help you add additional search fields.

How to Use the Microsoft Outlook Search Bar

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.

Default Search

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 the Microsoft Outlook website in a browser and log in to your Outlook account. Or you can use the desktop app.

Step 2: Move your cursor to the top of the Outlook page, where the search bar is located.

Step 3: Click the search bar and enter your search keyword.

Step 4: Press the Enter key on your keyboard or click the search icon to run the search.

Advanced 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 the search bar to expand it.

Step 2: Click the drop-down at the end of the expanded search bar. This should show the Advanced 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:

Filter	Description	Example
Search In	specify the date range of the email for Outlook to show the results of	Inbox Folder, Junk Folder, Drafts Folder, Sent Items Folder etc.
From	specify text in the title of the email for Outlook to show the results of	from: Maria or from: maria@outlook.com
To	specify a recipient name or email address in the to line for Outlook to show the results of	to: Maria or to: maria@outlook.com
CC	specify a recipient name or email address in the cc line for Outlook to show the results of	CC: Maria or CC: maria@outlook.com
Subject	specify the date range of the email for Outlook to show the results of	subject: testing
Keywords	specify the date range of the email for Outlook to show the results of	keywords: Pre
Date from	specify the date range of the email for Outlook to show results of	7 Feb 2023 to 30 June 2023
Attachments	tick the box for Outlook to show only results with attachments	tick for yes, untick for no

Step 4: Click the Search button to 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 the drop-down menu at the end of the expanded search bar to display the Advanced Search filters.

Step 2: Click Add more options at the bottom left of the window to launch the Advanced Search Options dialog box.

Step 3: Now, check the boxes next to your preferred filters.

Step 4: Click Apply to 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, sempre AND search displays results with the words sempre and search.

OR

The OR search operator is best used when combining search terms so that either term appears in the results. For example, sempre OR search displays results that have sempre or search.

“ ”

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 word prefix 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.