When you type in the search box of the new Outlook for Windows, the app shows suggestions from your files stored in OneDrive, SharePoint, and Teams. This feature can be distracting if you are looking for an email and see file results instead. The file suggestions come from Microsoft Search indexing in the cloud, not from your local Windows Search index. This article explains where to find the setting to turn off file suggestions and what limits apply to how those suggestions work.
Key Takeaways: File Suggestions in New Outlook Search
- Settings > General > Search > Show file suggestions: Toggle off to remove file suggestions from the search dropdown in new Outlook.
- Microsoft 365 cloud index only: File suggestions come from your Microsoft 365 tenant, not from local Windows Search or PST files.
- Limits: Suggestions appear only for files you have access to, and only for files indexed in the Microsoft Search service within your organization.
How File Suggestions Work in New Outlook Search
The new Outlook for Windows uses the Microsoft Search platform that runs in the Microsoft 365 cloud. When you type a query in the search box, Outlook sends the query to the cloud index. The service returns matching emails, contacts, calendar items, and files from OneDrive, SharePoint, and Teams. The file suggestions appear in a separate section below email results in the search dropdown.
This behavior is different from classic Outlook, which only searches local mailbox data and PST files unless you configure a separate Windows Search index. In new Outlook, the file suggestions are enabled by default for all Microsoft 365 Business and Enterprise subscribers. Personal Microsoft accounts using Outlook.com also see file suggestions from OneDrive.
The file suggestions feature does not search files stored on your local hard drive. It only searches files that reside in OneDrive, SharePoint document libraries, or Teams file tabs. Files saved in local folders or on network shares are not included in the suggestions.
Where to Find the File Suggestions Setting
The setting to disable file suggestions is located in the new Outlook settings panel. Follow these steps to locate it.
- Open Outlook Settings
Click the gear icon at the top right of the Outlook window. The Settings panel opens on the right side. - Navigate to General > Search
In the Settings panel, click General in the left column. Then click Search in the list of general settings. - Toggle Show file suggestions
Under the Search section, locate the toggle labeled Show file suggestions. The toggle is on by default. Click it to turn it off. The change takes effect immediately. You do not need to restart Outlook.
After you turn off the toggle, the search dropdown no longer shows file results. Only email, contact, and calendar suggestions appear. You can re-enable the setting at any time by following the same steps.
Practical Limits of File Suggestions
Only Cloud Files Are Included
File suggestions only include files stored in OneDrive, SharePoint, and Teams. If you store files on a local drive, an external USB drive, or a network file server, those files never appear in the search suggestions. This limit is by design because the Microsoft Search service only indexes cloud storage locations.
Access Permissions Limit Results
The Microsoft Search index respects file-level permissions. A user only sees file suggestions for documents they have read access to. If a file is shared with a specific group or person, only those users see it in search suggestions. Files stored in private OneDrive folders not shared with anyone are visible only to the owner.
Indexing Delay Affects Fresh Files
When you upload a new file to OneDrive or SharePoint, the Microsoft Search index does not include it immediately. The indexing process can take from a few minutes to several hours depending on file size and tenant load. During that delay, the file does not appear in search suggestions even if you type the exact file name.
File Type Limitations
The Microsoft Search index supports common file types such as Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, and text files. Less common file types like Adobe InDesign, AutoCAD drawings, or compressed archive files are not indexed. These files do not appear in search suggestions.
Character Limit for Search Queries
The search query sent to the Microsoft Search service has a practical limit of 255 characters. Queries longer than this are truncated. If you type a very long file name, the service may not match it correctly. Keep search queries short for the best results.
What Happens When You Disable File Suggestions
Disabling the Show file suggestions toggle only hides file results from the search dropdown. It does not disable file search entirely. If you press Enter after typing a query, Outlook still shows file results on the full search results page under the Files tab. The toggle only affects the instant suggestions that appear as you type.
If you want to completely prevent file results from appearing in any search view, you must also adjust your Microsoft Search settings in the Microsoft 365 admin center. This is an organization-wide setting that requires admin privileges. Individual users cannot disable file search completely from the Outlook settings panel.
Comparison: File Suggestions vs Classic Outlook Search
| Item | New Outlook (cloud) | Classic Outlook (local) |
|---|---|---|
| Search index location | Microsoft 365 cloud | Windows Search local index |
| File sources | OneDrive, SharePoint, Teams | Local PST, OST, Exchange mailbox |
| Local files included | No | Yes, if Windows Search indexes them |
| Permission-aware | Yes, cloud permissions apply | No, only local access matters |
| Indexing delay | Minutes to hours | Near real-time for local items |
| Setting location | Settings > General > Search | File > Options > Search > Indexing Options |
The table shows that new Outlook relies entirely on cloud indexing, while classic Outlook uses the local Windows Search index. If you work primarily with local files, classic Outlook gives you more control over file search. If you work with cloud files, new Outlook provides file suggestions automatically.
Things to Avoid When Using File Suggestions
Do Not Rely on File Suggestions for Sensitive Files
Because the indexing delay can hide recently uploaded files, never assume a critical document appears in search suggestions immediately. Always verify that the file has finished syncing to OneDrive or SharePoint before depending on search to find it.
Avoid Typing Partial File Names
File suggestions match the beginning of the file name or keywords in the file content. If you type a partial name that does not match the start of the file, the suggestion may not appear. Type at least the first three to five characters of the file name for reliable matching.
Do Not Confuse File Suggestions with Email Search
File suggestions appear in a separate section below email suggestions. If you turn off file suggestions, you only hide that section. Email search continues to work normally. Some users mistakenly think the entire search feature is broken when they disable file suggestions. Verify that email suggestions still appear after the change.
The file suggestions feature in new Outlook is a convenience tool for users who frequently access cloud documents. Knowing its location and limits helps you decide whether to keep it enabled. You can turn it on or off in seconds from the Search settings page, and the change applies immediately without affecting any other search behavior.