Knowledgebase

Archived emails in Microsoft Outlook help keep your inbox clean while preserving older messages for reference. Whether your emails are archived automatically or manually, Outlook offers powerful search tools to find what you need. This guide explains how to search archived emails across different archive setups.

Search Emails Using Outlook’s Built-in Search Bar

If Archive Is Inside Your Outlook Mailbox:

Outlook usually stores archived emails in a special "Archive" folder or other custom folders.

Steps:

1. Open Outlook.

2. Go to the Search bar at the top of the window.

3. Use the drop-down menu in the Search bar to choose one of the following:

   • Current Folder – Searches within the folder you're currently viewing.

   • Subfolders – Includes subfolders in the search.

   • All Mailboxes – Searches across all Outlook accounts.

   • All Outlook Items – Includes mail, calendar, tasks, and archives.

Tip: To search only the Archive folder, first click on it in the folder pane, then search.

 Search Archived Emails Stored in PST Files

If your emails were manually archived or auto-archived to a .pst file, you’ll need to open that file in Outlook.

How to Open a PST Archive:

1. Click File > Open & Export > Open Outlook Data File.

2. Navigate to the .pst file (default location: Documents > Outlook Files).

3. The archive folder will now appear in your folder list (usually named Archive).

Search Within the PST:

• Click the Archive folder before searching.

• Use the search bar to find messages based on keywords, sender, subject, or date.

• Right-click the Archive folder > Properties > check Include this folder in Instant Search to include it in global searches.

Use Advanced Search Features

Outlook supports advanced search operators that can help narrow results.

Examples:

• from:"john@example.com" – Emails from a specific sender.

• subject:"project update" – Emails with specific words in the subject.

• hasattachments:yes – Emails that include attachments.

• received:>=01/01/2024 – Emails received after a specific date.

You can also click the Search Tools or Search tab in Outlook to open the Advanced Search Panel.

Finding Your PST Archive File

If you're unsure where your archive file is stored:

1. Search your computer for files ending in .pst (use Windows Search).

2. Typical file path:

   C:\Users\<YourUsername>\Documents\Outlook Files\
   

Conclusion

Searching archived emails in Outlook is easy once you know where the data is stored and how to apply the right filters. Whether you're accessing an in-app archive folder or opening a separate PST file, Outlook provides flexible options to keep your communication history accessible and organized.