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Search results in Outlook 2013 incomplete

Posted on 2014-03-19
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Last Modified: 2014-04-24
Hi Experts,

A colleague is complaining about her Outlook 2013 not finding all expected mail results in Outlook. When she knows for certain her mailbox holds 10 mails from john@example.com, a search on "John" may result in only 6 found mails.
Mail index status states all mails are indexed Reindexing all mails doesn't help.
Some extra info that might be important:
- her pc is a desktop in a Windows SBS 2011 domain
- Windows 7 Pro
- Outlook 2013
- Exchange server 2010
- In her Outlook Profile two Exchange accounts are loaded
- She also has two or three pst-files loaded at all time
- Since several years she wants to keep all her mail. I guess she kept more than 10,000 mails and she doesn't want to delete any of them.
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Question by:GeertWillemarck
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4 Comments
 
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Assisted Solution

by:Adam Brown
Adam Brown earned 250 total points
ID: 39940839
Outlook 2013 only returns a small subset of results until you scroll to the bottom and click "More Results," so she might not be doing that.
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Author Comment

by:GeertWillemarck
ID: 39940967
Hi acbrown2010,

Thanks for the reply. She does click in "More results" and she also does not limit her search to the files in the folder "received mail". She searches in all Outlook items.
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Accepted Solution

by:
ola_erik earned 250 total points
ID: 39941821
shooting from the hip here:


As you describes she has more than one mailbox.

If there are 10 mails from john in the current mailbox and they don't show
vs.
there are 10 mails from john spread over 2 exchange accounts and some pst files.

are different problems.


I guess she just wants so search them all. You could start toubleeshoot by searching each mail source independently. If there are 5 containers with mail, the reason mail from container X doesn't show is independent from why container Y shows, etc.

Don't know exactly how Outlook 2013 handles exchange accounts but two exchange accounts on one profile in earlier Outlook/ exchange often meant that one is primary account and the other has been opened for her to access, eg a shared email account or a collegues she's managing.

again: if john's 10 mails are spread over all accounts, search for them in each account (mark the inbox in that account before search) and see what happens.

if there are 10 john mail in the current mailbox and they don't show.... check if john sent from different addresses/ under different names, if u have 10 mail from same guy&address in current mailbox and they don't show -> something is broken, get help.
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Author Closing Comment

by:GeertWillemarck
ID: 40019661
Thanks for the help.
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