How to Fix “Outlook Search Not Showing Recent Emails” Error

With a recent mailbox migration to a new Outlook profile, a business user started managing the day-to-day email communications. After a few minutes, the user searched some important recent emails using Outlook’s Search, but noticed an issue. The older emails are displayed correctly, but the recent emails do not appear. The emails are accessible when browsing them manually, but fail to load in Outlook’s search. So, how does the user fix the “Outlook Search Not Showing Recent Emails” issue? The following blog will address this issue by exploring various manual methods. But if the PST file is corrupted, then use the Outlook PST Repair Tool to quickly and efficiently solve the issue. 

This error occurs when Outlook’s Search displays older email messages but fails to show the recent emails. These emails are accessible by manually checking the folders, but they don’t appear in search results. 

Causes of the Error Outlook Search Not Showing All Results

• Outlook’s Search function relies on an indexing system. If that index is incomplete or corrupted, the user may get this error.
• If MS Outlook is running in Cached Exchange Mode, a misconfigured OST file can prevent displaying all the recent emails.
• Certain hidden filters, custom views, or rules may unintentionally exclude emails from search results.
• A corrupted PST or OST file can disrupt the indexing of emails, affecting the search functionality.
• A recent Outlook or Windows update may have bugs that might cause Outlook’s search issue.
• Sometimes, the large mailboxes overload the search and indexing system, leading to partial or incomplete results.

Solutions to Fix Outlook Search Not Showing Recent Emails

After identifying what’s causing the issue, we can now move ahead to look at how to resolve it.

Method 1: Check and Verify Windows Search Indexing

This is a very common solution if Outlook’s Search function fails to load recent emails. 

1. Press the Windows key and go to Control Panel.
2. Navigate to Indexing Options and manually look for Microsoft Outlook in the list of indexed locations.
3. If Outlook is listed there, the indexing is correct. If it is not listed there, then tap Modify.
4. Under the Local or Network section, look for Microsoft Outlook and tick the box.
5. Click Ok.

Method 2: Check the Cache Exchange Mode Settings

We check Cached Exchange Mode to see if Microsoft Outlook is properly synchronized or not. If they are not fully synchronized, then the Outlook Search Not Finding all Emails may occur. 

1. Open MS Outlook on your system.
2. Go to File > Account Information > Account Settings > Account Settings.
3. Now, select the email account that is having issues and click the Change button.
4. In the Change windows, navigate to Offline Settings and check the Use Cached Exchange Mode.
5. Then, adjust the Mail to keep offline slider, tap Next > Finish. 

Method 3: Disable Filters or Custom Views

Filters and view settings manage and organize emails, but sometimes hide certain emails. Therefore, resetting the views and removing the filters ensures that every email is searchable and displayed.

1. In MS Outlook, go to the Inbox.
2. Click on the View tab at the top, and go to Current View > Reset View.
3. Now, go to View settings > Advanced View settings > Filter > Clear All > Ok.

Method 4: Repair the Corrupted PST File 

A damaged or corrupted PST/OST File can interfere with Outlook’s search functionality and indexing system. This leads to Outlook Not Searching Recent Emails. There are two ways to resolve this: either manually or by using an automated PST Recovery Tool for a quick recovery. 

Manual Method 

Use the given instructions to begin the process:

1. Open the Control Panel > Mail > Data Files.
2. Select the file that you want to repair and click on Open File Location.
3. After that, run the Inbox Repair Tool. 
4. In the tool, browse and select the corrupted PST file and open it.
5. Then, Start the repair.

Automated Method

If the Outlook Search not showing recent emails persists, then use Cigati Outlook PST Repair Tool is a specialized solution for fixing the corrupted PST File. It has a dual scanning mode: quick for minor corruption and advanced for severe corruption. The users can also review the recovered emails before saving them. Moreover, this tool also supports batch recovery, multiple saving options and strong data security. 

Follow this step-by-step procedure to begin repairing your PST Files:

1. Download and launch the tool.
2. Go to Open and select the damaged PST File.
3. Now, choose the type of Recovery Mode and click on Ok to continue.
4. Once the scanning process is done, pick the files/folders that you want to repair and press Ok.
5. Then, preview the contents of the file.
6. Next, click on Save to export the file to your desired destination folder.
7. At last, click on Ok.

Method 5: Check for Add-ins

Some third-party add-ins may interfere with Outlook’s Search feature. Temporarily disabling them allows users to check whether the add-in is affecting the search functionality. 

1. Open the Outlook application.
2. Click on File > Options > Add-ins.
3. Select Manage > Go > COM Add-ins manager.
4. Uncheck the unwanted add-ins and click Ok.

Method 6: Update Outlook and Windows

Make sure that you are working on the latest versions of Outlook and Windows. 

These are the steps to update Outlook and Windows:

1. In Outlook, go to File > Office Account > Update Options > Update Now.
2. In Windows, navigate to Settings > Update & Security > Windows Update.

Conclusion

To sum it up, the problem of Outlook Search not showing recent emails can arise from several factors. These include corrupt PST/OST files, bugs introduced by Windows and Outlook updates, add-ins, filter and view settings, etc. Many of the above-mentioned causes can be resolved with manual methods. However, in case of PST file corruption, consider using the Outlook PST Repair Tool. This tool effectively handles large-scale recovery, making it an ideal choice among businesses and enterprises. Apply these solutions and fix your error in no time.

Related Post: Fix Outlook Certificate Error.

Frequently Asked Questions:

Q- Why is Outlook not updating recent emails?

Ans- There are multiple causes of this error such as, corrupt PST file, applying filters and view, issues in indexing system, etc. 

Q- How do I clear the cache in Outlook?Ans- Make sure to close the Outlook application. Then, navigate to: C:\Users\[YourUsername]\AppData\Local\Microsoft\Outlook, locate your OST file, and delete it.

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