[Trainer-talk] Outlook 2007 searches

[Jim Portillo]

Bob,

You helped me out greatly!  Sure enough, I had to rebuild the whole indexing
system, and it took a little while, but it all worked well.
Thanks again, sir!

Jim


-----Original Message-----
From: Trainer-talk [mailto:trainer-talk-bounces at nfbnet.org] On Behalf Of Bob
Marchand
Sent: Saturday, February 09, 2013 4:56 PM
To: 'List for teachers and trainers of adaptive technology'
Subject: Re: [Trainer-talk] Outlook 2007 searches

I googled the problem and this came up from Microsoft.

Instant Search is not finding items

Hide All
If searches in Microsoft Office Outlook 2007 don't locate the items you're
looking for, the most common reason is that the indexing of your Outlook
data files is incomplete. Also, if you or your organization are using
encryption for message security, this can prevent some of your e-mail
messages from being found during a search.

Symptoms
Instant Search is enabled, but when you search for items in Outlook, no
search results appear, or the ones that do appear don't match your search
criteria.

If you are not sure if Search is enabled, find out more about enabling
Instant Search.

Possible causes
The indexing of your data files might not be complete. Indexing is what
enables the Instant Search feature to quickly locate items.
 NOTE   When you first start using Instant Search, Outlook needs to index 
your data files to provide fast and complete search results. This process
might take several minutes.

See Resolving indexing issues below.

You are searching for messages that are clear-signed (a method of
encryption) and you are searching in either a Personal Folders file (.pst)
or Offline Folder files (.ost) file for these items.
 NOTE   This might occur if you are using either Windows Desktop Search 
(WDS) or Outlook (Instant Search or Advanced Find) to search for the
messages.

See Resolving clear-signed message issues below.

Resolving indexing issues
Verify that your Outlook data files can be indexed Outlook indexes the
following data files:

Personal Folders files (.pst)
Offline Folder files (.ost)
This includes Microsoft Windows Live Mail, IMAP, and POP e-mail accounts. If
you use a Microsoft Exchange account (much more common in business e-mail
systems than in a home or personal account), you must be connected to the
server running Exchange and use Cached Exchange Mode for Instant Search to
index your messages. Cached Exchange Mode uses an Offline Folders file
(.ost) to save your information on your computer. To verify which data files
are being indexed, do the following:

On the Tools menu, point to Instant Search, and then click Search Options.
Alternatively, click the arrow in the Instant Search pane, and then click
Search Options on the menu.

Under Indexing, verify that the data files that you want to include in your
search are selected in the Index messages in these data files list.
Verify that indexing is complete
To verify the indexing status, do the following:

On the Tools menu, point to Instant Search, and then click Indexing Status.
Alternatively, click the arrow in the Instant Search pane, and then click
Indexing Status on the menu.

Verify that the dialog box reports 0 items remaining. If not, indexing is
not complete and needs to finish before all of your Outlook items can be
searched.
Indexing Status reports "0 items remaining," however, search results are not
correct If the Indexing Status reports 0 items remaining and Instant Search
is still not returning the correct search results, exit Outlook and restart
your computer. When you start Outlook again, verify that Outlook is indexing
your items properly by doing the following:

On the Tools menu, point to Instant Search, and then click Indexing Status.
Alternatively, click the arrow in the Instant Search pane, and then click
Indexing Status on the menu.

Verify that the number of items in the Indexing Status dialog box has
increased. If the number has not increased, you must wait until indexing is
complete for the results.
I restarted my computer, and Instant Search still doesn't return the correct
results If you aren't getting results after restarting, the next step is to
rebuild your search catalog. The search catalog is a file where all of your
Outlook and Microsoft Windows items are indexed. To rebuild your search
catalog, do the following:

Exit Outlook.
In Microsoft Windows, click the Start button, and then click Control Panel.
Do one of the following:
Windows Vista     Click System Maintenance, and then click Indexing Options.
 NOTE   In Classic view, double-click Indexing Options.

Microsoft Windows XP     Under See Also, click Other Control Panel Options, 
and then click Indexing Options.
 NOTE   In Classic view, double-click Indexing Options.

Click Advanced.
Click Rebuild.
Restart Outlook.
Resolving clear-signed message issues
If a clear-signed message is stored in a Personal Folders files (.pst) or an
Offline Folder files (.ost), Outlook Instant Search (and Windows Desktop
Search) will not be able to find it. The way that Outlook encrypts, or
"packages," the body text of a message when signed using clear-sign
encryption technology renders the message text unsearchable.

For more information on signing and encryption technology, see Understanding
Public Key Cryptography.

You can use the following steps however, to find out if the file location is
part of the problem.

Determine if you are searching a .pst or .ost.
How?

In your Inbox, click the single arrow next to the Search All Mail Items box.
Click Search Options.
In the Indexing section, see if the following check boxes are selected:
Personal Folders
Mailbox - <your name>
If you think that the messages are stored in other data files besides a .pst
or the .ost, clear the check boxes (if necessary) and then try your search
again.
If you are searching a data file other than a .pst or an .ost, and Instant
Search still isn't finding the messages, see if you have your Outlook e-mail
account set to use Cached Exchange Mode. If so, turn off Cached Exchanged
Mode and then try your search again.

How?

On the Tools menu, click Account Settings.
On the E-mail tab, click the Exchange account, and then click Change.
Under Microsoft Exchange server, clear the Use Cached Exchange Mode check 
box.
Exit and restart Outlook.
Once Cached Exchange Mode is turned off, if you still aren't getting the 
search results you expect, try using a different Outlook profile. If you 
don't have another profile set up, you can create one. In each case, you 
must turn off Cached Exchange Mode as described in the procedure above.

http://office.microsoft.com/en-ca/outlook-help/instant-search-is-not-finding
-items-HA010198085.aspx 


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