Indexing on Windows Server 2019

Question

Hi,

There is a terminal server on Windows Server 2019 and users say that searching in Outlook sometimes work and sometimes doesn't.

I checked Indexing status and found.

Tried to restart Windows Search service - didn't help.

Rebuilding indexing doesn't actually do anything.

What may cause The Indexing Locations windows to be almost empty?

Surely there should be at least Outlook and C drive listed.

Also, how it is possible that with 0 items indexed users are still able to search in Outlook?

Thanks.

Answer 1

There is a terminal server on Windows Server 2019 and users say that searching in Outlook

There is absoultely no relation between MS Outlook as email client and Windows as Server OS and indexing on the file system; you are on a completely wrong track.

Emails search ist done by Outlook as stand-alone or by MS Exchange server or whatevery for a email server you use.

Answer 2

If Outlook doesn't rely on Indexing database and Windows Search service then what could be a reason that Outlook search doesn't work?

Answer 3

Yes, Windows Search and Indexing are closely related to Microsoft Outlook. Outlook uses the Windows Search service to provide fast and efficient search capabilities for your emails, contacts, calendar items, and other Outlook data.

When Windows Search is enabled, it creates an index of the content on your computer, including Outlook items. This index allows for quick and efficient searches within Outlook. Instead of scanning the entire content of your mailbox every time you perform a search, Outlook can quickly retrieve the relevant results from the pre-built index.

Here's how it works:

Indexing: The Windows Search service creates an index of your Outlook data, which includes emails, attachments, contacts, and other items.

Search Performance: When you use the search functionality in Outlook, it utilizes the Windows Search index to provide fast and accurate results. This can significantly improve the speed of searching within your mailbox.

Indexing Options: You can configure indexing options to include or exclude specific locations and types of files. In the Indexing Options settings, you can verify that Outlook data is included in the index.

If you're experiencing issues with search in Outlook, it may be related to problems with the Windows Search service or the indexing of Outlook data. You can troubleshoot by checking the indexing options, rebuilding the index, or ensuring that the Outlook data files (PST or OST files) are included in the indexing process.

To check indexing options specific to Outlook:

1. Open Outlook.
2. Go to the "File" tab.
3. Click on "Options."
4. In the Outlook Options dialog box, go to the "Search" category.
5. Click on "Indexing Options" to access Windows Indexing Options.

From there, you can verify that Microsoft Outlook is listed in the included locations, and you can rebuild the index if needed. Keep in mind that the exact steps might vary slightly depending on the version of Outlook you are using.