I think I have new outlook for windows on Mac. i cannot locate several (not all) older emails

Question

I have searched for older emails and the contact is shown but no emails. Some are as recent as 2025. I have new outlook for windows on a Mac.

Answer 1

Hi Marilyn Baker,

Welcome to the Microsoft Q&A forum.

I understand how concerning it can be when older emails cannot be located, especially when you know they should still be available.

There is already a Q&A Assist answer on this thread. Some of the suggestions there are reasonable starting points, particularly checking whether all emails are being synced and confirming the correct folders or mailboxes are included in your search. If you have not done so yet, it would be helpful to try those applicable checks first and see whether they make any difference.

That said, I would like to add some important clarifications and additional information specific to New Outlook for Mac, as a few points in the AI-generated reply do not fully apply to this version:

1, Verify the emails on Outlook.com (web) first:

Sign in to Outlook on the web at https://outlook.live.com using the same account and search for the older emails there. Also check folders such as Junk Email, Other, Archive, and Deleted Items. Outlook on the web is the source of truth for Outlook.com accounts.

Reference: Email is missing from your Outlook.com inbox - Microsoft Support 

2, Refine search in the new Outlook for Mac

In the new Outlook for Mac, search is powered by Microsoft Search and relies heavily on server-side results. When searching for older messages, try using filters such as folder and date range, or search directly within a specific folder instead of “All folders.”

Reference: Search in Outlook for Mac - Microsoft Support

3, Compare with the legacy Outlook experience

If available, you can temporarily switch back to legacy Outlook for Mac and check whether the older emails appear there. This can help determine whether the behavior is specific to the new Outlook experience rather than the mailbox itself.

Reference: Outlook for Mac - Microsoft Support 

4, Test with a new Outlook profile

If the emails exist on the web but still do not appear correctly in the new Outlook for Mac, a local profile issue may be involved. You can create a new Outlook profile, set it as default, re-add your account, and then check again. This does not affect data stored on the server.

Reference: Manage profiles or identities in Outlook for Mac - Microsoft Support 

I hope this additional context helps clarify what may be happening and guides you toward the right next step. If you can confirm whether the older emails are visible on Outlook on the web, that will help narrow this down further.

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Answer 2

If you are unable to locate several older emails in the new Outlook for Windows on your Mac, it may be due to the synchronization settings or the way your emails are being displayed. Here are some steps you can take to troubleshoot the issue:

1. Check Synchronization Settings: Ensure that your account is set to sync all emails. Sometimes, Outlook may be configured to only show emails from a certain timeframe (e.g., only emails from the last month). You can adjust these settings in the account preferences.
2. Search Options: When searching for emails, make sure you are using the correct search criteria. If you are searching by contact, ensure that you are also checking the correct folders or all mailboxes, as emails may be stored in different locations.
3. Rebuild the Index: If emails are still missing, consider rebuilding the search index. This can help Outlook find emails that are not appearing in search results. You can do this by going to Outlook Preferences > Search > and then selecting the option to rebuild the index.
4. Check Archive Settings: Sometimes older emails may be archived. Check if you have an Archive folder and see if your older emails are stored there.
5. Update Outlook: Ensure that your Outlook application is up to date, as updates may fix bugs that could be causing issues with email visibility.

If these steps do not resolve the issue, you may want to consider reaching out to Microsoft support for further assistance.

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References:

• Only a subset of items are synchronized in shared mailboxes or public folders in Outlook 2016