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How can I search Public Folders using Outlook 2007 & Exchange 2003?

RAHopkinson
RAHopkinson asked
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Last Modified: 2010-05-18
I'm running Outlook 2007 and Exchange 2003.  In Outlook, I would like to be able to search for something and have the search return results from my personal mailbox, plus any public folders for which I have read permissions.

If I'm in my Inbox and type a search value, it pulls info from my Inbox, but not from the PF's.  If I click on "Try searching again in all Outlook items," it still pulls no info from the PF's.  If I even select the PF containing the items I'm looking for (with the specified keyword in the subject line), it still does not find it.

I have made sure that I am using Cached Exchange Mode, and that the "Download Public Folder Favorites" option is checked.  In the Search Options dialog, I have also selected both my mailbox and Public Folders for indexing, and Outlook is reporting that "All folders are up to date."

Any assistance in resolving this issue is greatly appreciated.
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Serge FournierAnalyst Programmer
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Commented:
install windows search 4
http://www.microsoft.com/downloads/details.aspx?FamilyID=55c18cb3-c916-4298-aba3-5b98904f7cda&DisplayLang=en

if you are in vista, there is another download

it will index all cached folders in outlook automatically

you can also use X1 search engine (not free, but better)

Commented:
Hi,
you can also try the following:

- Control Panel > Indexing Options
- Click modify
- If you expand Microsoft Office Outlook you should see that "Public Folders" is greyed out.
- If you hover your mouse over it you get a box saying they need to be cached locally to be indexed

- Go to your "Mail" settings in Control Panel
- Under the "email" tab double click the Microsoft Exchange entry
- Make sure you have a tick in "Cached Exchange Mode"
- Click "More Settings"
- Select the "Advanced" tab
- Put a tick in "Download Public Folder Favorites"

- If you now go back to the Indexing options hopefully "Public Folders" won't be greyed out anymore, and any public folders you add to your "Favorites" list should be included in searches.
Serge FournierAnalyst Programmer
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Commented:
jazpuk:

that is only in vista jazpuk

in windows xp there is no indexing options, unless you installed windows search

but all other stuff you said is relevant if he is in vista ;)

Author

Commented:
No change in behavior after updating to Windows Search 4, even after letting all the folders index.

Also, there is an Indexing Options setting in Control Panel now, as jazpuk said.  Probably an enhancement from the WS4 install.  "Public Folders" was not grayed out though, and was already checked, since the steps jazpuk offered were already documented as done in my original post.

One more thing I did notice, though: If I select the PF containing the items I'm searching for and perform a search, it does find them (guess I didn't realize before that a search on PF's is not an Instant Search; you have to press the search icon to kick it off).
Serge FournierAnalyst Programmer
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Commented:
use the interface for windows search

if you search in outlook, you must press advanced to select all outlook folders

Author

Commented:
Windows Search did not return the items from the PF either.  Also, remember that when I do a search from Outlook, I am pressing the "Try searching again in all Outlook items."
Serge FournierAnalyst Programmer
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Commented:
what is the word you search for?

cause i posted about bad number seach from windows search (that outlook use)

Author

Commented:
For testing, I've inserted the word "serendipitous" into one of the messages in a PF (since that word does not exist in any other items in my store).  It never gets found, regardless of where I start the search (unless I start it from that particular PF).
Serge FournierAnalyst Programmer
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Commented:
you should so a test with a word you cannot do typo in :P

like "hello"
Serge FournierAnalyst Programmer
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Commented:
any special caracter in the message?
like ?%$&

that could block the search engine from indexing?
Serge FournierAnalyst Programmer
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Commented:
and what is a PF?
there is object or message, body of message, what is PF?

Author

Commented:
I can spell the word I'm testing for, thanks.  Smaller words, like "hello" are too common; I'd be searching through the results forever.

And the message is found when selecting the PF (Public Folder), so it was obviously indexed.
Serge FournierAnalyst Programmer
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Commented:
what if you use the interface for windows search?

the windows, it search all computer and all indexed items
Serge FournierAnalyst Programmer
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Commented:
i mean outside outlook, the icon in task bar, right side

Author

Commented:
Yeah, I know what Windows Search is.  You asked me to try the same thing today at 12:47pm; see my reply at 01:56pm.

Commented:
Hi,
Sorry about my first post, didn't quite read yours properly first :)

I just went and tried to test this on one of my Windows XP machines.  
- Installed Windows desktop search 4
- Set my mailbox to Cached Exchange Mode
- Went to the advanced tab and selected "cache public folder favorites"
- Created a test appointment in a public folder (that I added to my favourites), with the word "apple" in it.
- once indexing finished I did a search for it and it was found.

So this should in theory be working.  I'm just wondering how large your indexing files have become?  Are you indexing a lot of locations?  Are you able to tell us the current size of your "Search" folder?
[default location: c:\documents and settings\all users\application data\microsoft]

Serge FournierAnalyst Programmer
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Commented:
"Windows Search did not return the items from the PF either.  Also, remember that when I do a search from Outlook, I am pressing the "Try searching again in all Outlook items.""

that tell me you used outlook search, not the windows search engine

windows search engine use a iexplorer windows (well, a bit modified)
this part of the engine search in ALL index

Author

Commented:
wildboy85: The reply consisted of two sentences:
1) Windows Search did not return the items from the PF either.
2) Also, remember that when I do a search from Outlook, I am pressing the "Try searching again in all Outlook items."

Sentence #1 means that Windows Search did not return the items from the Public Folder.  Please do me a favor and take a break from this one.  Thanks.

Author

Commented:
The windows.edb file is 322Mb in size; the size of the Search folder and subfolders (including the Windows.edb file) is 440Mb.

Only thing being indexed is a mailbox and public folders.  I have 27 public folders, whose items total 113Mb in size.

I am also seeing the same thing on a Vista PC running Outlook 2007 in a different Exchange 2003 environment, with a much smaller mailbox and public folder store.

Commented:
ok, so there's definately no problem with the size.

You may've already tried this but just in case:

- Go into Indexing Options in Control Panel
- Click the "Advanced" button
- go to the "File Types" tab
- change the selection to "Index properties and file contents"
- NOTE: this will re-index everything again

Also after it's finished indexing just try using the search window in the taskbar that Windows Desktop Search added (e.g. don't search from Outlook).  All my searches that work have been from this Desktop taskbar search window without having to select any extra options like "All outlook items".

Let us know if you have any luck?
Serge FournierAnalyst Programmer
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Commented:
ok, i'll take a break

but in outlook it is called windows search too :P
it's integrated, same engine, so i had to know wich window, not wich engine

Author

Commented:
jazpuk, I followed your directions to the letter, and still nothing.  I think it may be time to call MS PSS.
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