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Outlook 2007 search missing my IMAP

Posted on 2011-09-27
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Last Modified: 2012-05-12
It finds all my logon emails, but it isn't finding all the IMAP emails.  Using Outlook 2007 with a .ost file on a Win7Pro machine on a LAN with a SBS 2008. I recently set up this Win7Pro box and have my Outlook set up .ost where it gets all my logon email.  That is fine, works fine, finds all my emails. I also have a IMAP/SMTP account where I see all the emails for another email account.  Search in Outlook is not finding those emails.  Please note that it should.   I still have my old machine running which is XP Pro and Outlook is set the same and search finds all emails, both the logon emails and the IMAP emails. What do I need to look at on this Win7Pro box?
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Question by:wfcrr
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Author Comment

by:wfcrr
ID: 36718510
The IMAP emails not showing in search is one issue. The other issue is some emails are not found, regardless of whether they are my emails or the IMAP emails.  For example, I still have my old XP machine running and when I put in a number like 24868, it finds every email I sent where there was an attachment that has 24868 or where any email has the number 24868.  My new machine, a Win7Pro machine, when I put that number in, it only finds emails in July.  

What I have done:  I closed Outlook, went to control panels, Indexing Options, Modify, checked MS Outlook, IE History, Local Disk C, Offline folders, chose Ok and then went into Advanced and clicked rebuild.  

Once I did that it seemed to find more emails, but it is still missing some of them.

Also, this is Outlook 2007 using a .ost file where we are on a LAN and the server is SBS 2008 and Exchange is managing the mail.
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Author Comment

by:wfcrr
ID: 36718528
ANother thing I am now noticing, in Indexing Options, Advanced, File Types, I notice the pdf file type is grey and says Registered IFilter not found.  The pdf file type is checked, but grey. I wonder what I need to do to remedy the Registered IFilter not found?
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Author Comment

by:wfcrr
ID: 36718541
Bottomline is I need OUtlook search to find my emails based on the name of the file I have attached to those emails. That is a big deal.
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Expert Comment

by:redbmaster
ID: 36814830
It sounds like you have multiple devices setup to receive your SMTP/IMAP email. One thing you'll need to check is make sure that one device is not removing the emails from the server after it downloads. Outlook is notorious for this.

http://office.microsoft.com/en-us/outlook-help/work-with-personal-mail-at-work-HA001034798.aspx
Most personal e-mail accounts are with ISPs that use e-mail servers that have the POP3, IMAP, and SMTP protocols. (Services such as MSN, Hotmail, and AOL, however, are HTTP-based services. If you are using one of these providers, please consult the ISP for further assistance.)

On the Tools menu, click E-mail Accounts, and then follow instructions on your screen to set up your account. You should be able to connect and retrieve your messages just as you do at home.
If you want to be able to retrieve your messages both at home and at work, you must set up Outlook to leave a copy of your messages on the e-mail server when you're at work.
On the POP3 page of the E-mail Accounts Wizard, click More Settings, and then click the Advanced tab. Select the Leave a copy of messages on the server check box.

If this is not what you are experiencing please restate your issue as it get confusing between all of your posts. Thank you!
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Author Comment

by:wfcrr
ID: 36816070
Hi redbmaster,
First, let me explain that the issue is with the second account. The default account is Microsoft Excahnge. The second account is an IMAP set up so that I can see and respond to emails for another account, a generic “service” account is an account each of us access for responding to “service” requests. So, that being said, each computers default email account is an Exchange .ost account.
What I did on a couple machines is setup a second account to view IMAP-here is where I don't know what I am talking about-for example, in Tools, Account Settings, the first email account is Microsoft Exchange. The second account is service@contuso.com. When I open service@contuso.com, the In Internet Email Settings, account type is IMAP, Incoming server is contusoserver.contuso.local, outgoing is same, user is service@contuso.local.  Other settings in the button More Settings, Folders tab-choose an existing folder to save your sent items-this is selected and I have multiple folders for anotehr email account listed here.  In the Advance tab, incoming server uses IMAP port 143 and is set to Auto and outgoing server is port 25 and set to None.  One difference I see is that on my old computer in the Advanced tab, the Incoming server IMAP port 143 is set to TLS.  I had changed TLS to Auto based on this new machine os Win7Pro prompting me to do that.  I am not sure is that is what is making all the emails not show up in search or not, but that is the only difference I can see between settings on old vs new machine
 
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Author Comment

by:wfcrr
ID: 36818095
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redbmaster earned 500 total points
ID: 36892356
Ah, so your issue was with the search. Glad you found the fix!
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