You have multiple email accounts in Outlook but search only looks in one folder. This happens because Outlook’s default search scope is limited. The application can search all connected accounts simultaneously with the correct settings. This article explains how to configure Outlook to search your entire mailbox collection in one action.
Key Takeaways: Search All Outlook Accounts
- Search > All Outlook Items: Changes the search scope from the current folder to every mailbox and item type in your profile.
- Ctrl+E or F3: Places your cursor in the Instant Search box from anywhere in Outlook to begin a new query.
- Search Tools > Search Options > Indexing Options > Modify: Verifies all Outlook data locations are selected for indexing by Windows Search.
Understanding Outlook’s Search Scope
Outlook uses the Windows Search service to index and find your emails, calendar events, and contacts. By default, when you click into a specific folder like your Inbox and start typing in the search box, Outlook limits results to that folder. To search across all accounts, you must explicitly change the search scope. This feature works for all account types added to your Outlook profile, including Microsoft 365, Exchange, IMAP, and POP3.
A prerequisite for effective cross-account search is a complete and updated Windows Search index. If your Outlook data locations are not indexed, searches will be slow and may return incomplete results. The index runs automatically in the background, but you can check its status and manage included locations.
Steps to Search All Accounts in Outlook
Use these methods to perform a search that includes every email account in your Outlook profile. The first method is the most direct.
Use the Search Tab and Scope Selector
- Open Outlook and click in the search box
Click the search bar at the top of your main Outlook window or press Ctrl+E. The Search contextual tab will appear on the ribbon. - Select ‘All Outlook Items’ from the Scope group
On the Search tab, locate the Scope group. Click the dropdown next to ‘Current Folder’ and select ‘All Outlook Items’. This sets the search to cover all mailboxes, calendars, contacts, and tasks. - Enter your search terms and review results
Type the keyword, sender name, or subject you are looking for. Results will populate below, organized by the account and folder where they were found.
Start a Search from the Folder Pane
- Select your top-level email account node
In the folder pane, click directly on the name of your primary email account, such as ‘Outlook Data File’ or your email address. This selects the root of that mailbox. - Initiate the search
With the account root selected, press Ctrl+E to place the cursor in the search box. The scope will automatically be set to ‘All Subfolders’ for that specific account. - Expand the search to all accounts
To include other accounts, you must still go to the Search tab and change the scope from ‘All Subfolders’ to ‘All Outlook Items’ as described in the first method.
Common Search Mistakes and Limitations
Search Returns No Results From Certain Accounts
If an account’s data is missing from search results, its storage location may not be indexed. Open the Windows Indexing Options dialog via Control Panel. Click Modify, then expand Microsoft Outlook. Ensure all accounts and data files listed have a checkmark. If an account is missing, you may need to rebuild the index.
Outlook Search is Slow or Incomplete
A corrupted search index causes slow performance. Go to File > Options > Search > Indexing Options. Click Advanced, then under Troubleshooting, click Rebuild. This deletes and recreates the index, which can take hours for large mailboxes but often fixes search problems.
Archived PST Files Not Appearing in Results
Outlook Data Files (.pst) that are not currently open in your profile are not searched. To include an archived file, you must first open it via File > Open & Export > Open Outlook Data File. Once it appears in your folder list, it will be included in ‘All Outlook Items’ searches.
Search Scope Options Compared
| Item | Current Folder | All Outlook Items |
|---|---|---|
| Scope of Search | Only the single folder you have selected | All mailboxes, calendars, contacts, and tasks in your profile |
| Best Use Case | Finding an email you know is in a specific project folder | Looking for a message when you don’t remember which account received it |
| Speed | Fastest, as it scans the smallest dataset | Slower, as it queries the entire indexed Outlook data |
| Access Method | Default when clicking in a folder’s search box | Must be selected from Search tab > Scope dropdown |
You can now find any email across all your connected Outlook accounts. Use the Search tab to set the scope to All Outlook Items for comprehensive results. For more precise filtering, try adding search criteria like ‘from:’ or ‘has:attachment’ to your query. An advanced tip is to use the search query ‘folder:”Folder Name”‘ to target a specific folder even when in the All Outlook Items scope.