How To Search Outlook For Multiple Words

Using “AND” or “OR” between words in Outlook’s search bar narrows your results to specific combinations. Learning how to search outlook for multiple words saves you hours of scrolling through thousands of emails. This guide walks you through every method, from basic tricks to advanced query syntax.

Outlook’s search bar works like a smart detective. You just need to tell it exactly what to look for. Let’s start with the simplest way to find emails containing two or more specific terms.

To search for multiple words in Outlook, you can type them directly into the search box. By default, Outlook treats multiple words as an “AND” search. This means it looks for emails containing all the words you typed, though not necessarily in the same order.

For example, typing budget report finds messages that include both “budget” and “report” anywhere in the email. This works in Outlook 2016, 2019, 2021, and Microsoft 365.

Using Boolean Operators: AND, OR, NOT

You can make your searches much more precise by using Boolean operators. These are simple words that tell Outlook how to combine your search terms.

AND – Finds emails that contain all the words. Example: meeting AND agenda shows only messages with both words.
OR – Finds emails that contain at least one of the words. Example: invoice OR receipt shows messages with either term.
NOT – Excludes emails that contain a specific word. Example: project NOT canceled finds project emails but excludes those mentioning “canceled.”

You must type these operators in all caps. Outlook ignores them if you use lowercase. So AND works, but and does not.

Using Quotation Marks For Exact Phrases

When you need to find a specific phrase, put it in double quotation marks. This tells Outlook to search for those words in that exact order.

Example: “quarterly earnings report” finds emails containing that exact phrase. Without quotes, Outlook would find messages with “quarterly,” “earnings,” and “report” anywhere in the email.

This is extremly useful for finding specific project names, client names, or document titles.

Using Parentheses For Complex Searches

Parentheses let you group search terms and combine operators. This gives you very precise control over your search logic.

Example: (budget OR forecast) AND (2024 OR 2025) finds emails about budget or forecast for either 2024 or 2025. The parentheses tell Outlook to evaluate the OR conditions first.

You can nest parentheses for even more complex searches. For instance: ((budget OR forecast) AND (2024 OR 2025)) NOT draft excludes any draft messages.

Using Search Filters For Better Results

Outlook includes built-in search filters that work alongside your keywords. These filters appear as buttons above the search results.

Common Search Filters

From – Limits results to emails from a specific person. Type: from:john@company.com budget
Subject – Searches only the subject line. Type: subject:”project update”
Has Attachments – Finds emails with files attached. Type: hasattachments:yes report
Sent – Filters by date range. Type: sent:last week budget
Category – Searches within a specific category. Type: category:”red category” budget

You can combine multiple filters with keywords. For example: from:boss@company.com subject:budget hasattachments:yes finds all emails from your boss with “budget” in the subject that have attachments.

Date Range Filters

Date filters are especially powerfull. You can use relative dates like “last week,” “yesterday,” or “this month.” You can also use specific dates.

received:yesterday – Emails from yesterday
received:last week – Emails from last week
received:01/15/2024..01/31/2024 – Emails within a date range
sent:last month – Emails you sent last month

Using date ranges with keywords narrows your results dramatically. For instance, budget received:last month shows only budget-related emails from the previous month.

Advanced Search Syntax In Outlook

Outlook supports several advanced search operators that give you even more control. These are less known but extremely useful.

Property Search Operators

These operators let you search specific email properties beyond the basic ones.

to: – Searches the “To” field. Example: to:team@company.com meeting
cc: – Searches the “CC” field. Example: cc:manager@company.com project
bcc: – Searches the “BCC” field. Example: bcc:external@vendor.com invoice
importance: – Searches by priority. Example: importance:high urgent
read: – Searches read or unread status. Example: read:no budget finds unread budget emails

Using Wildcards

Wildcards let you search for variations of a word. The asterisk (*) represents any group of characters.

Example: budget* finds “budget,” “budgets,” “budgeting,” “budgetary,” and so on. This is helpfull when you’re not sure of the exact word form.

You can use wildcards at the end of a word only. Outlook does not support leading wildcards like *budget.

Searching Within Specific Folders

By default, Outlook searches the current folder. To search all mailboxes or specific folders, use the folder filter.

folder:inbox – Searches only the Inbox
folder:sent items – Searches only Sent Items
folder:deleted items – Searches Deleted Items
folder:”project folder” – Searches a custom folder

Combine folder filters with keywords for targeted searches. For example: folder:inbox budget AND report finds budget reports only in your Inbox.

Step-By-Step: Searching For Multiple Words

Follow these steps to master multi-word searches in Outlook.

Step 1: Open The Search Bar

Click inside the search box at the top of your Outlook window. You can also press Ctrl+E (Windows) or Cmd+E (Mac) to jump directly to the search bar.

Step 2: Type Your Keywords

Start typing the words you want to find. Remember, Outlook automatically treats multiple words as an AND search. So typing budget report finds emails with both words.

Step 3: Use Boolean Operators For Precision

If you need more control, add operators. For example, type budget OR forecast to find emails with either term. Use budget NOT draft to exclude drafts.

Step 4: Apply Filters

After typing your keywords, click any filter button above the results. You can filter by sender, date, attachments, and more. This narrows your results without retyping.

Step 5: Refine With Advanced Syntax

If you still have too many results, add advanced operators. For instance, subject:budget received:last week finds only budget-related emails from last week.

Step 6: Save Your Search

Once you have a search that works well, save it. Click the Search tab, then Save Search. Give it a name. You can access saved searches later from the folder pane.

Common Mistakes And How To Avoid Them

Even experienced users make mistakes with Outlook search. Here are the most common ones.

Mistake 1: Using Lowercase Operators

Boolean operators must be in all caps. and, or, and not in lowercase are treated as regular words. Always type them as AND, OR, NOT.

Mistake 2: Forgetting Quotation Marks

Without quotes, Outlook searches for each word individually. Use quotes for exact phrases. For example, “project status” finds that exact phrase, while project status finds emails with both words anywhere.

Mistake 3: Overcomplicating Searches

Start simple. Add complexity only if needed. A search like budget report often works fine. You don’t always need subject:budget AND (report OR summary) NOT draft.

Mistake 4: Ignoring Search Filters

Filters are faster than typing complex syntax. Use the filter buttons above results to narrow by date, sender, or attachments. This is often quicker than typing received:last week from:boss.

Mistake 5: Not Clearing The Search

After you finish searching, clear the search box. Otherwise, you might accidentally search within filtered results. Click the X in the search bar or press Esc to clear.

Tips For Faster Searching

These tips will help you search faster and more effectively.

Use keyboard shortcuts – Press Ctrl+E to jump to search, Ctrl+Shift+F for advanced find.
Search from any folder – You don’t have to be in the Inbox. Search from any folder to find emails across your mailbox.
Use instant search – Outlook shows results as you type. This lets you refine your search on the fly.
Search within results – After your first search, type additional keywords to narrow further. This is called “search within results.”
Create search folders – For recurring searches, create a search folder. It automatically updates with new matching emails.

Searching In Outlook Web App (OWA)

Outlook on the web works similarly but has some differences. The search bar is at the top of the page.

Basic Search In OWA

Type your keywords directly. OWA also treats multiple words as an AND search. Use quotation marks for exact phrases.

Filters In OWA

Click the filter icon (funnel shape) next to the search bar. You can filter by folder, date, sender, and more. These filters are visual and easy to use.

Advanced Syntax In OWA

OWA supports most of the same operators as the desktop version. You can use from:, subject:, hasattachments:yes, and date filters. Boolean operators also work.

Example: from:john@company.com subject:budget hasattachments:yes works in OWA just like in the desktop app.

Searching In Outlook For Mac

Outlook for Mac has a slightly different interface but similar functionality.

Search Bar On Mac

The search bar is at the top right of the window. Press Cmd+E to jump to it. Type your keywords the same way.

Filters On Mac

Click the search bar, then click the filter icon that appears. You can filter by folder, date, sender, and more. The filters are less extensive than on Windows but still useful.

Advanced Syntax On Mac

Most operators work on Mac, but some are limited. Boolean operators and quotation marks work. Property searches like from: and subject: also work. However, wildcards and some date filters may not be supported.

Searching In Outlook Mobile

The Outlook mobile app for iOS and Android has a simplified search experience.

Search In Mobile App

Tap the search icon (magnifying glass) at the bottom of the screen. Type your keywords. The app shows results from your mailbox, calendar, and files.

Filters In Mobile App

After typing keywords, tap the filter icon. You can filter by date, sender, folder, and attachment status. These filters are basic but effective.

Limitations On Mobile

The mobile app does not support Boolean operators or advanced syntax. You cannot use AND, OR, or NOT. Quotation marks also do not work. For complex searches, use the desktop or web version.

Creating Search Folders For Repeated Searches

If you often search for the same combination of words, create a search folder. This folder automatically shows all matching emails.

How To Create A Search Folder

Right-click Search Folders in the folder pane.
Select New Search Folder.
Choose a template or select Create a custom search folder.
Click Choose to set your criteria.
Type your keywords and filters. For example, subject:budget AND received:last month.
Name your folder and click OK.

The search folder updates automatically as new emails arrive. You can create multiple search folders for different projects or clients.

Troubleshooting Search Issues

Sometimes Outlook search does not work as expected. Here are common fixes.

Search Returns No Results

Check your spelling. Outlook is case-insensitive but spelling-sensitive. Also check that you are searching the correct folder. Expand your search to “All Mailboxes” if needed.

Search Is Slow

Outlook indexes your emails to make search fast. If search is slow, rebuild the index. Go to File > Options > Search and click Indexing Options. Then click Advanced > Rebuild.

Search Shows Old Results

Clear the search box and try again. Sometimes Outlook caches old results. Press Esc to clear and retype your search.

Boolean Operators Not Working

Ensure you typed them in all caps. Also check that you have spaces around the operators. budgetANDreport does not work; budget AND report does.

Frequently Asked Questions

How Do I Search For Multiple Words In Outlook At Once?

Type the words separated by spaces. Outlook automatically searches for emails containing all the words. For example, budget report finds emails with both “budget” and “report.”

Can I Search For Emails With Multiple Words In The Subject Line?

Yes. Use the subject: filter. Type subject:”budget report” to find emails with that exact phrase in the subject. Or type subject:budget subject:report to find emails with both words in the subject.

What Is The Difference Between AND And OR In Outlook Search?

AND finds emails containing all the words. OR finds emails containing at least one of the words. Use AND to narrow results and OR to broaden them.