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Outlook Search Results limited to 1000

Posted on 2016-07-16
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Last Modified: 2016-07-22
I am searching for a particular keyword in my inbox and there is more than 1000 search results so the search is limited to only 6 months when I need to look back to mid 2014. I believe there will be around 3000 emails in this period.

Is there a way to search for more than 1000 emails inside Outlook? I want to do it inside outlook as I am using an Outlook tool to export emails to txt.

THanks
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Question by:recycleaus
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LVL 94

Expert Comment

by:John Hurst
ID: 41715752
Open Outlook and in the search area, the default is current mailbox (or even inbox). Set this to All Mailboxes and search again.  Does this work?

Outlook-2013-Search
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Expert Comment

by:John Hurst
ID: 41715754
I just tried the above with All Outlook Items (more expansive than All Mailboxes) and almost instantly got 1,800 hits.
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Author Comment

by:recycleaus
ID: 41716119
John I need it limited to the inbox though... Ive tried using advanced search but nothing is coming up, which is incorrect as there were many emails during this period that you see in the attached screenshot
Screenshot-2016-07-18-08.34.58.png
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Expert Comment

by:John Hurst
ID: 41716129
Go to Control Panel, Indexing Options, make sure USERS and Outlook both show up in Locations and then go Advanced and rebuild the index (could take overnight).

I do not have much in Inbox, so I tried a big folder and found all there was to find in a big folder.
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Author Comment

by:recycleaus
ID: 41716146
Is this as it should be?
Screenshot-2016-07-18-09.17.19.png
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LVL 94

Expert Comment

by:John Hurst
ID: 41716149
I see your screen shot. 9,000 items?  I have over 130,000 items on the same screen on my computer.

I think your results are limited because your index is limited.

Try rebuilding the index completely.
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Author Comment

by:recycleaus
ID: 41716163
Yeh, that cannot be right, I have over 40000 items just in my inbox! Will delete and rebuild now and see if that fixes it.

Thanks
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Author Comment

by:recycleaus
ID: 41716173
Indexing has now stopped at 1700 items!?
Screenshot-2016-07-18-09.49.22.png
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LVL 94

Expert Comment

by:John Hurst
ID: 41716174
Something is wrong with your locations and indexing.

Remove Outlook and Users from your Locations.
Restart the computer.
Re-add Outlook and Users to your Locations.

Now go to Advanced and rebuild the indexing.

The indexing screw up is why you are not finding what you want.
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Author Comment

by:recycleaus
ID: 41716225
So, after all, it was none of what we thought. It was that emails were not downloaded and rather simply available on the server.
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Accepted Solution

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John Hurst earned 500 total points
ID: 41716229
You should download your emails into Outlook (PST or OST) then fix Indexing and then you should be able to find everything.
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Author Closing Comment

by:recycleaus
ID: 41724141
In the end the answer was simply downloading the emails but thanks anyway John
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LVL 94

Expert Comment

by:John Hurst
ID: 41724528
You are very welcome.
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