Who is this article for?

Mail Manager users searching their email messages.

Mail Manager must be installed.

Important Note: This search functionality has been replaced with new search features in Mail Manager 12 and higher.

Searching allows you to quickly find messages in systems supported by Mail Manager (such as local and network folders, Microsoft SharePoint, etc).

The search functionality:

• Supports .msg and .eml files (messages not filed using Mail Manager can also be searched).
• Can find and preview filed messages offline.
• Includes powerful search queries not found in Outlook (e.g. Show me messages between company A and company B sent this week).
• Offers a social map provides a graphical view of user communications.

This article outlines how to use the search functionality to find filed mail. To make this easier to follow the article has been split into 4 sections:

1. How to Use the Search
2. How to Search Suggested Locations
3. How to Search By Content
4. Further Reading

Looking to perform an advanced search? Visit How to Perform an Advanced Search for details.

1. How to Use the Search

1. Select the "Search" button from Mail Manager toolbar in the Outlook ribbon

2. Open search window the "Search" window will appear

3. Optionally, you can select locations by typing and selecting from the drop-down list or by using the Select locations button.
4. In the single query field refine your search by entering text in the "Enter search terms" field. The words that you typed are searched anywhere in the message. The more words found the higher the ranking.
5. Select a message in the results list to preview the message.
6. The text that you typed will be highlighted yellow in the preview.

Notes:

• The following words are ignored when searching: the, and, in, is, a, of, I.
• You can refine your search by using the following: Date range, Refine pane (multiple query fields) and using Advanced search terms in the "Enter search terms" field.
• Double-click on a message to open with Outlook. The number of items found are listed at the bottom left hand corner.
• Use the column headings to sort by: From, To, Subject, Date etc. Ranking improves when multiple search terms are used.

2. How to Search Suggested Locations

1. Based on either the sender or recipient, the message contents, the subject line or the conversation ID of the selected email.
2. When used the search windows opens with the suggested location pre-populated e.g.

3. How to Search By Content

When a message is selected in Outlook you can open the Search window with the 'Subject' or 'From' pre-populated.

Notes:

• Collections that are unloaded will not be listed or indexed.
• As a general guide 100,000 messages require 450 MB of local disk space.
• Sub-folders are searched automatically.
• Mail Manager’s indexer is always working to keep any searches up to date and relevant. It pays particular attention to filing locations that are important to the user. This might be because they have lots of activity (other users filing to them) or because the user is filing or searching those locations.
• Particular effort has been made to ensure that the indexer works well with limited resources, such as networks and servers. If a server appears to be becoming overloaded, the indexer will reduce the rate of indexing dynamically to match the resources available.
• In terms of looking for new items to index, Mail Manager will focus its efforts on filing locations that appear to be more active and will become less interested in locations that have become dormant. This allows the indexer to react more swiftly to changes where they really matter without wasting resources monitoring locations needlessly.
• Indexing only occurs when Outlook is open.

4. Further Reading

• How to Perform an Advanced Search
• How to View the Social Map