When you use Outlook search, the In Folder field sometimes shows only the Inbox folder as a searchable location. This makes it impossible to find emails stored in subfolders or other mail folders without manually browsing to each one. The restriction happens because Outlook defaults to the current folder or a single mailbox scope, and the search filter has not been configured to include all folders. This article explains why the In Folder filter is limited and how to expand the search scope to cover every folder in your mailbox.
Key Takeaways: Expanding Outlook Search Scope Beyond the Inbox
- Ctrl+E then Alt+F4: Opens the Search Tools and lets you change the search scope from Current Folder to All Mailboxes.
- Search tab > Search Scope > All Mailboxes: Switches the In Folder filter from a single folder to the entire mailbox hierarchy.
- File > Options > Search > Results: Adjusts how many folders are included in the search results list to prevent truncation.
Why the In Folder Filter Shows Only the Inbox
Outlook search uses the Current Folder scope by default when you open the search box. If you start a search while the Inbox is selected, the In Folder column in the results list displays only the Inbox folder name. This is not a bug. It is the expected behavior of the search scope setting. The scope determines which folders Outlook searches. When the scope is set to Current Folder, the In Folder column shows only that folder. When the scope is set to All Mailboxes, the In Folder column shows every folder that contains a matching item.
A second cause is the Search Tools contextual ribbon tab. This tab appears only after you click inside the search box. Many users never notice it. The Search Tools tab contains the Search Scope group with three options: Current Folder, Subfolders, and All Mailboxes. If you do not switch to Subfolders or All Mailboxes, Outlook searches only the currently selected folder, and the In Folder column reflects that narrow scope.
Steps to Expand the Outlook Search Scope to All Folders
- Open the Search Box
Press Ctrl+E on your keyboard. The cursor moves to the search box at the top of the folder pane. The Search Tools contextual tab appears on the ribbon. - Switch the Search Scope to All Mailboxes
Click the Search tab on the ribbon. In the Search Scope group, click All Mailboxes. Outlook immediately re-runs the search across every folder in your mailbox. The In Folder column now shows the specific folder name for each result. - Use the Subfolders Option as an Alternative
If you want to search only the folder you are in plus all its subfolders, click Subfolders in the Search Scope group instead. The In Folder column shows the subfolder name for each result. This is useful when you have a deep folder hierarchy under a parent folder. - Check the Search Results Folder List
After changing the scope, press Enter to run the search. Look at the In Folder column in the results pane. If you still see only one folder name, repeat step 2 and confirm that All Mailboxes is selected. The button appears highlighted when active. - Set the Default Search Scope for Future Searches
Open File > Options > Search. Under Results, check the box for Include messages from all folders in search results. Click OK. This setting makes All Mailboxes the default scope for every new search.
If Outlook Still Shows Only the Inbox in the In Folder Column
Outlook Search Index Is Outdated
Even with the correct scope, an incomplete search index can cause the In Folder column to show incorrect or limited results. Go to File > Options > Search > Indexing Options > Modify. Make sure your mailbox is checked. Click Advanced > Rebuild to force a full reindex. This process can take 30 to 60 minutes for large mailboxes.
Search Scope Resets to Current Folder After Closing Outlook
Outlook does not remember the search scope between sessions unless you set the default in File > Options > Search. If you close Outlook and reopen it, the scope reverts to Current Folder. Use the option described in step 5 to lock the scope to all folders permanently.
In Folder Column Missing From the Search Results View
If the In Folder column is not visible at all, right-click any column header in the results list and click Field Chooser. Drag In Folder from the list to the column headers. The column now appears in every search results view.
Current Folder Scope vs All Mailboxes Scope: Key Differences
| Item | Current Folder | All Mailboxes |
|---|---|---|
| Default search scope | Yes, until changed in Options | No, must be selected manually |
| Folders searched | Only the folder you are viewing | Every folder in your mailbox |
| In Folder column behavior | Shows only the current folder name | Shows the specific folder for each result |
| Best use case | Quick search when you know the email is in the Inbox | Searching across the entire mailbox |
| Performance impact | Fast, searches one folder | Slower, searches all folders |
Use Current Folder when you are certain the message is in the Inbox. Switch to All Mailboxes when you need to find a message that could be in any folder or subfolder.
After you change the search scope to All Mailboxes, the In Folder column displays the correct folder name for every result. Set the default in File > Options > Search to avoid having to change the scope manually each time. For advanced users, you can also use the search query folder:inbox OR folder:sent in the search box to limit results to specific folders without changing the scope setting.