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Jordan Wood
Jordan Wood

Outlook 2016 Mac Find Folder For Mail Message

OverviewWhen using the search function in Outlook to locate a message, Outlook can also tell you in which folder the message is located. This is especially helpful for users with many folders or complex/nested folder structures.

Outlook 2016 Mac Find Folder For Mail Message

Important: The folder location will not include the full path of the folders (if the folder is within other subfolders). It will only show the destination folder the message is located in.

In Microsoft Outlook 2016 for Mac or Office for Mac 2011, you receive a "No Results" message when you try to search for an email message or apply a filter to a folder, and task items are not displayed in the Tasks folder. Additionally, when you search for mail items by using the Mac OS native Spotlight Search, your search is unsuccessful.

If you recently created a new Outlook Profile in Outlook 2016 for Mac, or a new Identity in Outlook for Mac 2011, added a new account, or if you recently imported new data from a source such as a PST or OLM file, Spotlight indexing may not be complete. In this case, Outlook for Mac displays a "No Results" message. To resolve this issue, wait for indexing to finish, and then search again.

Verify in Mac OS that the Outlook Profile or Identity folder or one of its parent folders is not added to the Privacy tab in Spotlight. If your Outlook 2016 for Mac Profiles folder, or your Outlook for Mac 2011 Identity folder, or any of their parent folders are displayed in this tab, Spotlight does not index this folder location. Remove these locations from the Privacy tab in Spotlight, and allow for time for these locations to finish indexing.

Outlook 2016 for Mac: Make sure that the Outlook 15 Profiles folder is stored under the /Library/Group Containers/UBF8T346G9.Office/Outlook folder.Outlook for Mac 2011: Make sure that the Microsoft User Data folder is stored under the /Documents folder.

The easiest method to show which folder an email is currently located is to right click on the header bar in Outlook and add the "folder" (visible columns have a check mark to the left of it) column to the current view. This will show you which folder said email is contained in when you perform a search. If you no longer wish to have the "folder" seen in the current view just reverse the process to hide it again. If this is your only customization to the current view you can alternately choose to "reset to defaults" by right clicking on the header bar and choosing the reset to defaults action.

I simply double-click on the the message to open it in a new window. In the window bar or header, the folder name will follow the subject name of the message with a hyphen. In the example below, the subject is "Attached Image;" the folder is "Scanner Email."

I will add that I recently lost a folder somewhere within all my other folders. I knew the name of the folder by doing the above after doing a search for something in that folder. But I had no idea where it went and didn't want to expand every folder to find it. So I put my cursor in the search bar, which opens up the Search tab, then clicked on Advanced> clicked on the drop down menu where "Item Contains" shows> clicked on "Folder"> since I knew the name of the folder, as I mentioned, I could select: "Folder" "Is" and when I click on the button "none", it opens a drop down menu where I can scroll down and select "Choose Folder." Once I started typing in the name of the folder, it brought it up with the full path. Hope this helps someone in the future.

Because I find that Outlook's internal search is sometimes unreliable, I occasionally use the Mac's spotlight search to find a particular mail message. This allows me to locate the message, which I can open, but I cannot find a way to determine the folder in which the message is stored. (I think my question is different from "Outlook for Mac 2011: How to find the folder where a message is stored?" because the user there was using Outlook's internal search and getting a list of emails in an Outlook table of messages. My problem is that my external search only goes into Outlook once I have opened the single message I am looking for, and so there is no table listing all messages found according to the search criteria, with columns that allow a "folder" column to be displayed)

When you search from Spotlight outside of Outlook:Mac, and you select a result, that email is opened in a new window. The title of that window is "subject - folder". This isn't perfect, since it only tells you the name of the parent folder. If you have a deep folder structure, or if you reuse folder names, you'll have to figure out where that particular folder lives.

Check the right bottom corner in Outlook to see if the status looks like below to make sure Outlook is connected to the network and able to receive mail successfully, and isn't too busy performing other tasks such as updating folders.

This issue occurs because the owner of the folder that you want to access shares the sub calendar folder with you but does not share their default (primary) Calendar folder. To fix this issue, the calendar owner must share both the primary and the secondary Calendar folders with you. For more information, see "You do not have permission" error message when you try to open a shared Calendar folder in Outlook for Mac.

A user grants you Free/Busy permission to their calendar, but when you try to open that user's calendar in Microsoft Outlook 2016 for Mac or Outlook for Mac 2011, you receive the following error message:

You can search for a particular message by clicking on the folder where the message is stored, then using the search bar in the upper-right corner of the Outlook window. This method searches only the folder you've selected. It does NOT include sub-folders of that folder (but see the bullets below).

I've accidentally moved a folder when I tried to select a different folder. I'm now not able to find back the folder anymore to move it back where it belongs. I've got a lot of folders so going through each and every one of them isn't really an option.

Once emails have been moved to your online archive folder, you will no longer be able to find them in your live email account. You will need to look in your online archive email account for your archived emails.

If your search function isn't finding any of your messages or only recent messages in the last two weeks, you may need to rebuild the search index. You may also receive a message "Instant search encountered a problem while trying to display search results. Modifying your query may resolve this problem" or "Outlook cannot perform your search."

In Microsoft Outlook 2016 for Mac, you receive a "No Results" message when you try to search for an email message or apply a filter to a folder, and task items are not displayed in the Tasks folder. Additionally, when you search for mail items by using the Mac OS native Spotlight Search, your search is unsuccessful.

Many Microsoft Office for Mac users may find themselves needing to gain access to the Outlook Temp folder, which is where everything from attachments are stored, to cached version of items that are actively being worked on but that are launched from Outlook as an attachment. For example, if someone emails you a report as an attachment, you open it and are working on it in Word, Excel, Powerpoint, and you save it, this saved document which began as an Outlook attachment will usually be in the Outlook Temp folder.

Created local Outlook Mail folders on MacBook Air (MacOS HS 10.13.4, Early 2015, 13 inch) using Outlook for Mac version 16.12. Now trying trying to find where they are stored to move to another MacBook Air Using Outlook for Mac Version 16.13.1 on MacBook Air 12-inch, Early 2016, running High Sierra 10.13.4.

4. The search box will automatically suggest relevant key words to help you find what you are looking for. The email list will also update in real time to let you see your results. You can also use some of the search filters available to you which is located on the menu bar just above your email list.

After the latest build of Office 2016 (16.0.6741.2014) is installed, users will see an Archive button on the Home ribbon, next to Delete and also in opened messages. This build was released as the Insider/First Release build March 8 2016.

Using it is simple: select a message, click the Archive button to move the message to the designated folder. Keyboarders will use the Backspace key to move to the archive folder (a win for anyone who files messages to the Deleted Items folder because it's quick and easy.)

When you accidentally delete an item from your Outlook mailbox, you can often recover it. The first place to look is the Deleted Items folder. If you can't find it there, the next place to look is the Recoverable Items folder, which you can access by using the Recover Deleted Items tool.

Need to recover a deleted folder in Outlook 2013 or Outlook 2016 for Windows? You can recover a deleted folder (with all of its messages) if it's still in your Deleted Items folder. If you delete a folder, it's moved to the Deleted Items folder and appears as a subfolder. To recover the folder and all the items it contains, right click the deleted folder, click Move Folder and then select a place to move the folder.

Note: You can recover email messages, contacts, calendar items and tasks from the Recoverable Items folder. When you recover items from the Recoverable Items folder, they are moved to the Deleted Items folder. So after you recover an item, you can find it in your Deleted Items folder and then move it to another folder. If you recover a calendar appointment, contact or task, it's also moved to the Deleted Items folder. From there, you can move it back to your calendar, contact list or tasks. To find recovered items, just search for them in the Deleted Items folder.

Other useful functions currently missing include the goto folder command shift+ctrl+y which is very useful if you need to regularly refer to e-mails in a second folder. it might be broadcast messages that are automatically moved to that folder for example.


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