Outlook Search Not Showing Recent Emails – Issue Fixed

Microsoft Outlook provides an advanced search feature. It can be used with filters to find specific Emails. You can search in the search bar using a keyword. Sometimes due to some fault, there can be errors in the search feature. Moreover, this can affect performance, and finding Emails manually can be a very time-consuming task. Some of the issues you might encounter when Outlook search is not working.

• Outlook is having trouble finding search results.
• Outlook’s search isn’t displaying all the results.
• The search can’t locate recent emails or older ones.
• Search in Outlook is failing to discover any matches.
• The Search tab becomes unresponsive and changes to a gray color, particularly in Outlook 2016.

Way to Fix Outlook Search Bar Isn’t Visible

If you cannot see the Outlook search bar, take the following actions.

1. Go to the File menu.
2. Select Options from the menu.
3. In the Outlook Options window that opens, click on Customize.
4. Under the Choose commands from section, choose All Tabs from the dropdown menu.
5. Scroll through the list of available tabs to find and select Search.
6. Now, click the Add button.
7. Confirm your selections by clicking OK.

After following the above-mentioned steps you will successfully add a search bar to your outlook. However, if Outlook search not showing recent Emails then implement the following solutions.

Fix Outlook Search Not Showing Recent Emails

If the Outlook Search bar not working correctly, it’s important to inspect the Outlook Indexing Status. For instance, it might not display recent email search results because the email search feature in Outlook isn’t functioning properly. Additionally, it might show outcomes related to searches by date or indicate that items meeting the search criteria are waiting to be indexed in the output panel. These signs suggest there’s an issue with the Outlook Indexing services.

In the following section, we will discuss the step-by-step procedures to fix Outlook search not showing recent emails.

1. Resolve the Issue of Incomplete Search Results
2. Address the Outlook Indexing Status Issue
3. Rectify the Grayed Out Search Bar in Outlook 2016
4. Resolve the .PST File using ScanPST
5. Fix Corrupt PST files Using the PST Recovery Tool
6. Disable Add-ins
7. Examine the Windows Search Service
8. Correct the Outlook 2016 Search Problem using the Windows Registry

If you have a corrupted Outlook PST file it is recommended to use the PST File Recovery Tool. It is software that is capable of recovering a maximum amount of data from a damaged PST file. Additionally, this tool offers many valuable features and filters.

Method 1: Resolve the Issue of Incomplete Search Results

If you are facing Outlook Search not showing recent Emails, then you should try this method. In the following section, we will discuss the steps to resolve incomplete search results in Outlook.

Solution 1: Adjust the Email Sync Slider to a Higher Setting

By increasing the Email sync slider there is a possibility that you will be able to find your Emails. The steps are as follows.

1. Open your Outlook application and go to File.
2. Then click on Account Settings > Account Settings.
3. Choose your Email account and click Change.
   
4. Move the slider to All.
5. Hit on the Next button to proceed further.
6. Click OK in the dialog box.
7. Finally, after the process is completed click Finish.

After restarting your Outlook application you can find your Emails.

Solution 2: Enable Search to Show All Results

By default, Outlook showcases 250 searches when a keyword is searched. A user can increase or decrease the limit by following these steps.

1. Firstly, open your Outlook application and go to File.
2. Then, click on Options>Search.
3. Unselect the checkbox that says Improve search speed by limiting the number of results shown.
   
4. Finally, click OK and restart your Outlook application.

Note: Enhance your search results by selecting the checkbox that says ‘Include messages from Deleted items folder …’.

Method 2: Address the Outlook Indexing Status Issue

You can check your Outlook indexing status after following the steps mentioned below.

1. Launch your Outlook application and select the Search bar.
2. Then, open the Search Tools drop-down and pick Indexing Status….
3. When you see the message Outlook has completed indexing all your items in the Indexing Status dialog box, click OK.

After indexing finishes, Outlook may show mailboxes waiting to be indexed. Even though you can use the search function, you might not find the emails you want or get incomplete results because indexing is not yet complete. If indexing doesn’t finish, consider rebuilding the Outlook index.

Instructions for Reconstructing the Outlook Index

In the following section, we will explore different approaches to rebuilding an Outlook Index. Primarily there are 2 approaches that can be used to rebuild the Outlook Index and fix the error Outlook search not showing recent emails.

Solution 1: Fix or Repair Your MS Office Installation

The steps to repair your MS Office installation are as follows:

1. Navigate to Control Panel > Programs > Programs and Features.
2. Find Outlook 2016 or Microsoft Office [VERSION].
3. Click the Change button at the top.
4. Click on Repair and then Continue.

After following these steps it will begin the installation of your MS Office, which can resolve your issue.

Solution 2: Utilizing the Outlook Index Repair Feature

Outlook provides an option called ‘Indexing options…’ to address problems related to the Outlook index. Follow these steps to reconstruct the Outlook Index and resolve the Outlook search issue:

1. Firstly, open your Outlook application and click on File.
2. Now, click on Options>Search.
3. Click on the option Indexing Options.
4. Select Microsoft Outlook, and then click on the Advanced button.
5. Hit Rebuild, and afterward, click OK.
6. Finally, click OK to proceed with rebuilding the Outlook Index.

After the process is successfully completed, check whether the error Outlook search not showing recent emails is resolved. If not, then proceed to the next method.

Method 3: Rectify the Grayed Out Search Bar in Outlook 2016

Are you trying to search in Outlook but the search bar is grey and unresponsive? Then follow the steps below to resolve the error of the grayed-out search bar.

1. Go to Settings > Apps.
2. Search for and click on Microsoft Office.
3. Click Modify, and then choose the Repair option.
4. Finally, click Continue.

After following it is possible that the error of the grey search bar is cleared. If the problem still persists follow the next method.

Method 4: Resolve the .PST File using ScanPST

A corrupt or damaged Outlook PST Data file can cause the error Outlook search not showing recent emails. Outlook provides a built-in tool to repair and fix these PST files. This tool is known as the Outlook Inbox Repair Tool or SCANPST.EXE. This tool works with all the versions of Outlook versions. By default your PST files are saved in this location.

C:\Users\YOURUSERNAME\AppData\Local\Microsoft\Outlook

In the following section, we will discover the steps to use and repair the PST data files.

1. Open File Explorer on your system and go to the location C:\Program Files\Microsoft Office\Office16\.
2. Now, browse through your folders and files and search for SCANPST.EXE.
3. Click on the Browse option to choose the corrupted PST file from your system.
4. To initiate the scanning process click on the Start button.
5. The tool displays a message if there is the PST file is corrupted. Click on the Repair button to initiate the repairing process.
6. Finally, click on OK to close the window.

SCANPST.exe is a very reliable tool however it only supports 2GB files at a time. Additionally, it cannot recover encrypted PST files. For users struggling with corrupted/damaged PST files and are searching for a better tool refer to the next method.

Method 5: Fix Corrupt PST files Using the PST Recovery Tool

If you are still facing the error Outlook search not showing recent emails, then this method will surely help you. The Sysinfo PST Recovery Tool is a complete solution for all PST-related problems. It can easily recover a maximum amount of data from a corrupt or damaged PST file. It is the best in its segment due to its advanced features and filters. Also, it helps to solve Outlook Stuck on Loading Profile error. This software offers its users with advanced Date Range Filters. Even the folder hierarchy is maintained after the recovery process is completed. The steps for recovering a PST data file using this software are:

1. Run PST Recovery Tool as an administrator.
2. Click on the Open icon and then on Browse to add the damaged PST File.
3. Now, choose the Recovery Mode and click on OK to proceed further.
4. Select the files/folders from the Tree-structure format.
5. Then hit the Save icon to start the process of saving the PST files.
6. Finally, opt for the optional features and define the destination Path. Click on OK to complete the process.

After following these straightforward steps you will be able to save all your recovered PST files in a desired location. Furthermore, the Sysinfo PST Recovery Tool can be used to recover large PST Data files. Additionally, It can recover even encrypted PST files.

Method 6: Disable Add-ins

Add-ins in Outlook are very helpful as they increase your productivity and efficiency. Sometimes, with irregular updates, Add-ins tend to hinder your work efficiency. So in such cases, it is recommended to disable the required Add-ins. Follow the mentioned steps to disable the Add-ins in Outlook.

1. Launch your Outlook application and click on File.
2. Then hit Options>Add-ins.
3. Find the Manage List, choose COM Add-ins, and click on the Go button to proceed further.
4. Uncheck the required Add-ins and click on OK.

Finally, restart Outlook to verify if you have resolved the issue of Outlook not displaying recent emails in search results. If the issue still persists then proceed to the next method.

Method 7: Examine the Windows Search Service

When we use our computers, various services run quietly in the background. These services are essential for ensuring that our applications work correctly. Outlook, too, has its own background services. It’s recommended to check these services to address the issue where Outlook doesn’t display all emails in its search results. The steps are as follows.

1. Press the Windows button and search Run. Alternatively, press Windows+R to launch the run command.
2. Now, type services.msc and click on the OK button.
3. Browse and search for Windows Search.
4.  Examine the status if it is Running then you are good, or else proceed to the next step.
5. Right-click on the Windows Search and then choose Start.
6. Next, double-click on Windows Search, and in the Startup Type drop-down menu, choose Automatic (Delayed Start).
7. Finally, click on OK to close all the tabs.

Now, restart your Outlook application to check whether the error Outlook search not working is fixed.

Method 8: Using Windows Registry

Windows Registry can also fix the error Outlook search not showing recent Emails. The steps to rectify the error using the Windows registry are:

1. Open the Run command by pressing Windows+R.
2. Now type Regedit and click OK.
3. Browse Windows Search and right-click on it.
4. Now select New>Dword (32-bit) Value.
5. Rename Dword as PreventIndexingOutlook.
6. Finally, double-click on PreventIndexingOutlook. Then enter the value as 0 and click OK.

After following the steps reboot your system to fix the error Outlook search not showing old emails.

Conclusion

We’ve come to the conclusion of this highly informative article. In the beginning, we explored the causes of Outlook Search not showing recent emails. Subsequently, we explored all the viable and dependable techniques to resolve this issue. This article has been thoughtfully crafted to cover every conceivable method for rectifying Outlook search issues. Nevertheless, it’s important to note that in many instances, errors like these can be triggered by PST data corruption. For recovering and repairing Outlook Data files, it is advisable to utilize a professional software.

About The Author:

Lovely Baghel

Lovely specializes in technical writing for SysInfoTools Software and has over 2 year of experience writing blogs, and articles about databases & backup, email recovery, email migration & management solutions. Her passion is researching and developing content that helps Office users, professionals, administrators, enterprises, and novices solve multiple problems.