Use Search Folders to find messages or other Outlook items
Applies To
Search Folders are virtual folders that show messages that match specific criteria, without moving or duplicating the original items. They help users find and manage important mail, such as unread, flagged, important, or large messages—across their mailbox in one place.
For example, if you want a single folder with all your unread messages, you can create an Unread Mail search folder. This folder gives you the option to view all your unread messages in a single folder, even though the messages might be saved to across different folders in your mailbox.
Note: Search Folders in the new Outlook continue to use predefined criteria. Advanced custom Search Folders are supported only in classic Outlook. Search Folders can't contain search results from multiple Outlook Data Files (.pst).
​​​​​​​When to Use Search Folders
Search Folders are helpful when users want to:
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Track unread, flagged, or important mail
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Review large or old messages
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Find mail from or to specific people
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Focus on messages with attachments or specific keywords
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Reduce clutter without moving messages
Note:Â If you find the steps under this New Outlook tab aren't working or don't match your version of Outlook, you may not be using new Outlook for Windows yet. Select Classic Outlook and follow those steps instead.
Manage your search folders
To create, add and edit search folders follow the next steps:
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Open Settings.
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Go to Mail > Search folders.
Create a predefined Search Folder in new Outlook for Windows
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Go to the mailbox where you want to create a search folder.
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Go to Search Folders and select the Search Folders button . Select Create new search folder.
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Select a Search Folder type:
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Reading mail
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Unread mail
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Flagged for follow-up
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Mail either unread or flagged for follow-up
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Important mail
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Mail from people and lists
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Mail sent directly to me
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Mail from specific people
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Mail from and to specific people
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Mail sent to public groups
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Organizing mail
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Categorized mail
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Mail with attachments
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Large mail
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Old mail
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Mail with specific words
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(Optional) Turn on Filter to specific folders and select one or more folders.
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(Optional) Select Search subfolders.
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Select Create.
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Go to your Search Folders and expand it to see all your search folders.​​​​​​​
Delete a search folder in new Outlook for Windows
If you no longer need a Search Folder, you can delete it. A search folder is a virtual folder. Deleting a Search Folder from the folder list doesn't delete the messages displayed in the folder.
Delete all messages in a search folder
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To delete all messages within a Search Folder, open the Search Folder, select all the messages.
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Select Delete on your keyboard.
Delete a search folder
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Expand Search Folders.
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Right‑click the Search Folder.
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Select Delete.
Important:Â Deleting a Search Folder does not delete any messages, however deleting a folder that isn't a Search Folder will delete both the folder and the messages inside the folder.
You can create two different types of search folders.
Create and use predefined Search Folders in classic Outlook for Windows
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From the ribbon, select the Folder tab.
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In the New group, select New Search Folder.
Keyboard shortcut   To create a new Search Folder, press Ctrl+Shift+P.
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From the Select a Search Folder list, select the Search Folder you want to add. Some of the predefined Search Folders are only available if you scroll down to the end of the list.
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If the predefined Search Folder has customization options, you'll see those options appear under Customize Search Folder. For example, if you select Mail with specific words, under Customize Search Folder, specify the words to use.
Note:Â Search Folders use prefix matching searches when you type specific words to include in the search. For example, if you type "rain" in the word list, the Search Folder will include messages that contain the word "rain" and the word "rainy." The Search Folder will not contain messages that include the words "brain" or "grain."
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If you have multiple accounts in Outlook, you can specify which account to search. Use the Search mail in box to pick the email account you want to search, then select OK.
Create a customized Search Folder in classic Outlook for Windows
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Select the Folder menu.
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In the New group, select New Search Folder.
Keyboard shortcut   To create a Search Folder, press Ctrl+Shift+P.
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From the Select a Search Folder list, scroll down to the bottom and under Custom, Create a custom Search Folder.
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Under Customize Search Folder, select Choose.
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Type a name for your custom Search Folder.
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Select Criteria, and then select the options that you want.
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The Messages tab contains criteria on the message content or properties, such as sender, keywords, or recipients.
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The More Choices tab contains criteria on other message conditions, such as importance, flags, attachments, or categorization.
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The Advanced tab enables you to make detailed criteria. Under Define more criteria, select Field, select the type of criterion that you want, and then select the specific criterion from the list. In the Condition box and the Value box, select the options that you want, and then select Add to List. Repeat for each criterion that you want to add to this search folder, and then select OK.
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Select Browse, select the folders that you want to be searched.
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Select OK to close each open dialog box.
Delete a Search Folder in classic Outlook for Windows
If you no longer need a Search Folder, you can delete it. A Search Folder is a virtual folder. Deleting a Search Folder from the folder list doesn't delete the messages displayed in the folder. If you want to delete all messages within a Search Folder, open the Search Folder, select all of the messages, then press Delete on your keyboard.
To delete a search folder, use the following steps.
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In the Folder List, select the down arrow next to the word Search Folders if needed to expand your list of Search Folders.
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Right-click the Search Folder you want to delete, and choose Delete Folder.
Important:Â Deleting a Search Folder doesn't delete any messages. Deleting a folder that's not a Search Folder will delete both the folder and the messages inside the folder.
Note:Â This feature is only available to individuals using a work or school account in Outlook on the web or with a qualifying Microsoft 365 subscription in Outlook.com.
Manage your search folders
To create, add and edit search folders follow the next steps:
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Open Settings.
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Go to Mail > Search Folders.
Create a predefined Search Folder in Outlook on the web and Outlook.com
Search Folders can be created either from the folder list or from Settings.
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Go to the mailbox where you want to create a search folder.
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Go to Search Folders and select the Search Folders button . Select Create new search folder.
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Select a Search Folder type:
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Reading mail
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Unread mail
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Flagged for follow-up
-
Mail either unread or flagged for follow-up
-
Important mail
-
-
Mail from people and lists
-
Mail sent directly to me
-
Mail from specific people
-
Mail from and to specific people
-
Mail sent to public groups
-
-
Organizing mail
-
Categorized mail
-
Mail with attachments
-
Large mail
-
Old mail
-
Mail with specific words
-
-
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(Optional) Turn on Filter to specific folders and select one or more folders.​​​​​​​
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(Optional) Select Search subfolders.
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Select Create.
-
Go to your Search Folders and expand it to see all your search folders.
Delete a search folder in Outlook on the web and Outlook.com
If you no longer need a Search Folder, you can delete it. A search folder is a virtual folder. Deleting a Search Folder from the folder list doesn't delete the messages displayed in the folder.
Delete all messages in a search folder
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To delete all messages within a Search Folder, open the Search Folder, select all the messages.
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Select Delete on your keyboard.
Delete a search folder
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Expand Search folders.
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Right‑click the Search Folder.
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Select Delete.
Important:Â Deleting a Search Folder does not delete any messages, however deleting a folder that isn't a Search Folder will delete both the folder and the messages inside the folder.
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