You search in Outlook but cannot find emails you know you deleted. This happens because Outlook’s default search scope excludes the Deleted Items folder. The search index is configured to ignore this folder to declutter results. This article explains the cause and provides steps to include your Trash in search results.
Key Takeaways: Including Deleted Items in Outlook Search
- Search Tools > Search Options > Deleted Items: Changes the search scope to include the Deleted Items folder for all future searches.
- Ctrl+E then “All Mailboxes”: A quick search method that includes the Deleted Items folder without changing the default setting.
- Windows Search Indexing Options > Modify: Verifies the Deleted Items folder is selected for indexing, which is required for search to work.
Why Outlook Search Skips the Deleted Items Folder
Outlook is designed for productivity, so its default search behavior filters out items you have moved to the Deleted Items folder. The assumption is that you usually want to find active, relevant emails, not ones you have discarded. This setting is controlled by the search scope, which you can adjust.
For search to work on any folder, including Deleted Items, that folder must be indexed by Windows Search. By default, all standard Outlook data folders are indexed. If you have moved your Deleted Items folder outside its default location or are using an unusual account type, you may need to verify its inclusion in the index.
The Role of Windows Search Indexing
Outlook relies on the Windows Search service to find text within emails quickly. The index is a database of your files and emails. If the Deleted Items folder is not included in this index, no search setting within Outlook can find content there. The steps below will cover how to check this critical setting.
Steps to Include Deleted Items in Search Results
You can change the search scope permanently or use a one-time method. Follow these steps to configure Outlook to search your Trash.
Method 1: Change the Default Search Scope
- Open the Search Tools menu
Click inside the search box at the top of your Outlook mailbox. The Search tab will appear on the ribbon. Click this Search tab to reveal search options. - Open Search Options
In the Options group on the Search ribbon, click the “Search Options” button. This opens the Outlook Options dialog to the Search settings. - Modify the search scope
In the Outlook Options dialog, locate the “Results” section. Check the box next to “Include messages from the Deleted Items folder in each data file”. Click OK to save and close the dialog.
Method 2: Use the “All Mailboxes” Search Scope
- Initiate a new search
Click in the search box or press Ctrl+E to place your cursor there and activate the Search ribbon. - Select the correct scope
On the Search ribbon, look in the Scope group. Click the dropdown next to “Current Mailbox” and select “All Mailboxes” from the list. This scope includes the Deleted Items folder. - Perform your search
Type your search terms and press Enter. Results will now include matches from the Deleted Items folder.
If Search Still Does Not Find Deleted Items
If you have changed the scope but searches remain empty, the Windows Search index may be the issue. Follow these steps to verify and repair the index.
Verify the Deleted Items Folder is Indexed
- Open Windows Indexing Options
Close Outlook. Press the Windows key, type “Indexing Options”, and select the Control Panel app. - Modify indexed locations
In the Indexing Options dialog, click the Modify button. Expand the Microsoft Outlook entry in the list. Ensure the checkbox next to your profile name and its subfolders, including Deleted Items, is selected. Click OK.
Rebuild the Search Index
- Access Advanced Options
In the same Indexing Options dialog, click the Advanced button. You may need to provide administrator permission. - Start a rebuild
In the Advanced Options window, go to the Troubleshooting section. Click the “Rebuild” button and confirm. This process can take a long time but will recreate the index from scratch.
Search Scope Options for Different Needs
| Item | Current Mailbox (Default) | All Mailboxes | Custom Scope |
|---|---|---|---|
| Includes Deleted Items | No, unless option is checked in Search Options | Yes | Configurable, can include specific folders |
| Search Speed | Fastest, searches only active folders | Slower, scans all indexed folders | Depends on number of folders selected |
| Best For | Daily use, finding recent active emails | Recovering deleted content, comprehensive audits | Targeted searches in project-specific folders |
| How to Set | Search Options dialog | Scope dropdown on Search ribbon | Search Tools > Search Options > Custom Scope |
You can now find emails and other items you thought were lost. Use the All Mailboxes scope for quick recovery without changing your default settings. For persistent search problems, run the Outlook Inbox Repair tool, scanpst.exe, to fix potential data file corruption that can affect indexing.