Indexing in new outlook

Question

Hi,

How can i know the indexing of my Outlook in case of New Outlook. How can i know all my PST files are indexed. As i am not able to Search all the emails.

Thank You.

Answer 1

Dear Vikas Sharma,

Welcome to the Microsoft Q&A forum. 

Thank you for sharing the details of your issue. Based on the information provided, it seems that you are unable to search for emails in the new Outlook after importing your PST file. 

To help us understand the situation better, may I ask when you imported the PST file? Depending on the size of the PST, it may take 24–48 hours for all data to finish processing and become fully searchable. 

If more than 48 hours have passed and the imported emails still do not appear, please try switching to Outlook Classic or installing it again using the guide from Microsoft Support: Install or reinstall classic Outlook on a Windows PC - Microsoft Support. After that, try importing the PST file once more to check whether the issue continues. 

Could you also help check whether you can search for your emails in Outlook on the web? 

If search works on the web but not in the new Outlook, please try clearing the local cache by following these steps: 

1. Press Windows + R to open the Run dialog. 
2. Enter %localappdata%\Microsoft\Outlook  
3. Open the RoamCache folder. 
4. Select all files inside and delete them to manually clear the cache. 

If you are using a Mac device, you can follow this method to clear the cache:  Clear the cache in Outlook for Mac - Microsoft Support 

Lastly, could you let us know the steps you used to export the PST file and whether it was exported from an IMAP account or an Outlook/Microsoft 365 account? This information will help us identify the cause more accurately. 

If you need help refining this further or want a more formal version, feel free to ask.

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Answer 2

To check the indexing status of your Outlook and ensure that your PST files are indexed, you can follow these steps:

1. Open Outlook: Start by opening the Outlook application on your computer.
2. Access Indexing Status:
   • In Outlook 2010 or later, press Ctrl + E or click in the Search box to enable the Search Tools.
   • On the Search tab, click the Search Tools button, then select Indexing Status.
   • In Outlook 2007, go to the Tools menu, select Instant Search, and then click on Indexing Status.
3. Review Indexing Information: The Indexing Status dialog will show you how many items are indexed and if there are any items remaining to be indexed. If you see that no items are indexed or the number of items remaining does not decrease, there may be an issue with the indexing process.
4. Check Windows Search Service: If you are still having trouble, ensure that the Windows Search service is running properly. You can do this by running services.msc, locating the Windows Search service, and checking its status.

If you are unable to search all emails, it might be due to the indexing settings or issues with the PST files themselves. Make sure that your PST files are registered for indexing as described in the documentation.

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References:

• Windows Search service setting results in no matches found in Outlook
• About Registering Stores for Indexing