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OUTLOOK 2007 - Searching goes back only to beginning of month

Posted on 2011-05-09
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Last Modified: 2013-02-13
When I seach my INBOX for the name "Brian", I get E-mails inolving him only as far back as 5/1/11, except for 3 E-mails dated 4/27/11,2/28/11 and 9/17/10.
I suspect there's some option/filter in play here which I've inadvertently activated.

NOTE: I get similar behavior in my SENT ITEMS folder so it' snot just the iNBOX.

Thanks,
Steve



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Question by:Stephen Kairys
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LVL 99

Expert Comment

by:John Hurst
ID: 35724850
Look in Outlook 2007 -> Tools -> Instant Search -> Search Options. Down at the bottom, it will search either the current folder or all folders. Make sure it is set for all folders. See below:

 Outloo2007Search
... Thinkpads_User
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Expert Comment

by:John Hurst
ID: 35724872
Also (and depending on your Windows platform), you may wish to rebuild the search index, and cover PST as well as Archives. ... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35724879
Hi,
I don't think this is a matter of ALL FOLDERS vs. CURRENT folder. I want the search just to be the current folder; my problem is with the date range....very few msgs before 5/1/11 are being displayed.
Thanks
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Author Comment

by:Stephen Kairys
ID: 35724889
How would I rebuild the seach index? Thanks.

NOTE to all - stepping out for an hour or two, will respond when I return. Tks.
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LVL 99

Expert Comment

by:John Hurst
ID: 35724917
The search settings have been part of Windows lately. Look in Control Panel -> Indexing options.

Make sure the index includes all you want, have Outlook open while doing this, and then rebuild.

... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35729736
Hi again.
I just talked to my network expert and he says that we generally don't use indexing (at the windows level, if I understood him correctly).

I'm thinking that this HAS to be some setting at the outlook level...
Thanks.
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Expert Comment

by:John Hurst
ID: 35731063
Starting big time with Outlook 2007 and continuing even more with Outlook 2010, the search capability is integrated with Windows. I know that works. I am not anywhere near as knowledgeable about integrating Outlook Search with Exchange.

Settings: I have reviewed all the settings in Outlook 2007 and do not see a setting to constrain the search except Folder level and All items.

Where: Is your archiving function turned on? And does the location setting in Search options include the archive.

Local vs. Server: Do you have an OST file? Likely. It is intact? Can you try rebuilding it to see if that might be your issue.

Search: Try using the Advanced Find under the Instant Search menu. Can you enlarge the scope to find what you want? Also, is there a saved Advanced Find that is coming into play?

.... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35731417
Archiving is turned on but I have items in my INBOX back to January 2008 I think.

Do not know what an OST file is.

Search: when I click on the double arrow pointing down  one of the fields is START DATE. I changed to THIS YEAR, closed it and tried re-searching on "Brian" but still the same problem.

Thanks.
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LVL 99

Expert Comment

by:John Hurst
ID: 35731588
The OST file is a local copy (your computer) of your mail file (Exchange). If nothing was set up, then your computer may be trying to search the OST file. Ask your network administrator about this. You can experiment by closing Outlook and all documents.  Unplug your network cable. Start Outlook. It should start. Does Searc give the same answers?

Restart your PC after this experiment. .... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35732873
At what point do I re-connect my network cable?
Also, are you saying you expect OUTLOOK to work if I'm not connected to my network?
Thanks.
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LVL 99

Expert Comment

by:John Hurst
ID: 35732955
Search for Outlook 2007 and Outlook 2010 is integrated into Windows (as I have noted). You are saying indexing is not even used. So I am trying to determine what you are facing. It could be as simple as indexing is not working (by your company's design). It could also be a local thing.

To test the latter, you should have a local OST file (this is by Outlook design) and your network admin should be able to verify.

If you have an OST file, then yes, I expect Outlook to work (offline) if not connected. If you get the same search results as you did above, that means search is going to your OST file. If you get different results - what results do you get?

Since this an experiment, record your results, shut down, connect your network cable and restart normally.

... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35733077
OK, I tried this and Outlook went offline once the cable was disconnected.

As this point, I am going to forward this info to my IT department, and see if they can work with it to provide a solution. Will keep you posted. Thanks.
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Author Comment

by:Stephen Kairys
ID: 35771410
Hi,
Sorry for the delay in repsonding, but it took until today to find time to work with my IT guy. Bottom line, we'e refine the problem. You CAN search for my boss's name e.g. "John Smith' by using Advanced Find as per the "FROM" field or so I thought. Now, I tried again and it's coming up with only the recent E-mails.

Thanks
Steve
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Author Comment

by:Stephen Kairys
ID: 35790517

thinkpads_user:
Update.
Now this is interesting.
When I use OWA via the web to access E-mail, searching appears to work. This is on both the same computer and another computer. Does that help you figure out what's going on?

Btw, after Friday 5/20, I am going to be on vacation until Wed, 6/1, so will not be able to respond during that time.

Thanks again!
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Expert Comment

by:John Hurst
ID: 35790579
OK - Let us know after that, and if I can help, I will. ... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35793550
Thanks.
Does the info I provided above re: OWA help?
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Expert Comment

by:John Hurst
ID: 35793601
I don't use use OWA enough to know, but I will look around. ... Thinkpads_User
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Author Comment

by:Stephen Kairys
ID: 35793605
OK thanks.
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Accepted Solution

by:
John Hurst earned 2000 total points
ID: 35797314
I looked around and did not find anything conclusive. Since Search in OWA works, that means Exchange is fine (or so it would seem).

Also, I did not find any setting in Outlook 2007 that would limit searching.

So I wonder now if it is down to Windows Indexing (or the lack of it) causing the issue. I am running out of ideas. ... Thinkpads_User
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LVL 4

Author Comment

by:Stephen Kairys
ID: 35797329
OK thanks. I'll pass this along to my IT/Network guy.
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LVL 4

Author Comment

by:Stephen Kairys
ID: 38870048
Hi,
I'm actually still having this issue but don't have the time now to look into it further. I don't know if the sol'n you referenced is correct.  Sorry I let this slide, but things have been busy.
Up to the mods if they want to credi the points.

Thanks to all for your help.
-Steve
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