How to Create an Outlook Search Folder

Search Folders in Outlook are virtual folders that automatically collect emails matching criteria you define, such as messages from a specific sender, items with attachments, or unread mail. Instead of running the same search every day, you set the rules once and the folder stays updated in real time. You can create one in under a minute using the built-in templates or by building a custom condition from scratch.

What You’ll Need

• Microsoft Outlook desktop app (Windows or Mac) or Outlook on the web (search folders are available in both, but the steps differ slightly).
• An existing email account configured in Outlook (Exchange, Microsoft 365, IMAP, or POP).
• Basic familiarity with the left navigation pane.

Step-by-Step

On Windows (Outlook 2016, 2019, 2021, Microsoft 365)

1. Open Outlook and go to the Folder tab on the ribbon. If you don’t see it, click on any folder in the navigation pane first.
2. Click New Search Folder in the New group. A dialog box titled “New Search Folder� opens.
3. Choose a template from the list. For example, under Reading Mail, select Unread mail. Under Mail from People and Lists, pick Mail from specific people.
4. If the template needs more detail (like which sender), click the Choose button at the bottom of the dialog, then select the contact or enter the email address. Click OK.
5. Click OK again to create the folder. It appears under Search Folders in the navigation pane.
6. To build a custom search folder instead, click New Search Folder, scroll to the bottom of the list, select Create a custom Search Folder, and click Choose.
7. In the Custom Search Folder dialog, give the folder a name (e.g., “Urgent from Boss�), then click Criteria.
8. In the Search Folder Criteria window, use the three tabs to define conditions: Messages (keywords, from, sent to, time), More Choices (categories, attachments, importance), and Advanced (field-based conditions like “Received date is after yesterday�).
9. Click OK on each open dialog to save your folder.

On Mac (Outlook for Mac)

1. In the navigation pane, click the + sign next to Favorites or right-click on Search Folders (if visible) and select New Search Folder.
2. A window appears with a list of templates. Choose one or select Custom to define your own rules.
3. For a custom folder, name it and click Add Conditions. Pick from options like From, Subject, Received Date, or Has Attachments.
4. Set the values and click OK. The folder appears in the Search Folders section of the sidebar.

On Outlook on the Web (OWA)

1. Go to outlook.com or your work’s webmail and sign in.
2. Right-click on Search Folders in the left pane (you may need to scroll down). Select New Search Folder.
3. Choose a template or click Custom to set your own criteria. For custom, enter a name and use the condition builder (e.g., “From� equals “john@example.com� and “Has Attachments� is true).
4. Click Save. The folder appears in the list and updates automatically.

Common Mistakes

• Choosing the wrong folder type: Some templates search only a specific folder (like Inbox). If you want to search across all mail, use a custom folder and do not restrict the scope.
• Not setting the search scope: In the custom criteria, the “Look in� field defaults to the selected folder. Change it to “All Mailboxes� or a specific folder you intend.
• Using “contains� when you need “is exactly�: For email addresses, “contains� will match partial strings. Use “is (exactly)� to avoid false positives.
• Forgetting to include subfolders: Some templates search only the top level of a folder. Check the “Search subfolders� option if needed.
• Overlapping conditions: If you set both “from� and “to� conditions, the folder shows only emails that meet both. Use “Or� in the Advanced tab if you want either.

Tips

• Use search folders for frequently used queries: unread mail, flagged items, large messages, or mail from your manager.
• Combine multiple conditions to narrow down: e.g., “From my boss� AND “Has attachment� AND “Received in the last 7 days�.
• Rename a search folder anytime by right-clicking it and choosing Rename.
• Search folders do not store emails; they are virtual views. Deleting a search folder never deletes the underlying messages.
• You can move a search folder to a different group by dragging it in the navigation pane.
• To change the criteria later, right-click the folder and select Customize This Search Folder (Windows) or Edit Search Folder (Mac/OWA).

Troubleshooting

• Search folder is empty but you know emails match: Check if the folder is set to search the correct scope. In the custom criteria, verify the “Look in� field. Also, make sure the conditions are not too restrictive (e.g., a typo in the sender’s address).
• Search folder not updating: Outlook updates search folders periodically. Press F9 (Windows) or click Send/Receive to force a refresh. On OWA, refresh the browser.
• Cannot find “New Search Folder� button: In Windows, make sure you are on the Folder tab. If the ribbon is collapsed, double-click the tab to expand it. On Mac, look for the “+� in the bottom-left of the sidebar.
• Search folder disappears after restart: This can happen with IMAP accounts if the folder is not synchronized. Recreate it and check if the issue persists. For OWA, ensure you are using the same browser profile.
• Custom criteria window is blank: Try closing and reopening the dialog. On Windows, the Advanced tab may require you to select a field from the drop-down list first.
• Search folder shows duplicate emails: This happens when the same message exists in multiple folders (e.g., Inbox and a subfolder). Use the “Only items that are in the folder� option in the criteria to limit the search.

Frequently Asked Questions

Can I create a search folder for unread mail from a specific person?

Yes. Use the template “Mail from specific people� and then add an additional condition for “Unread� using the custom criteria. Or create a custom folder and set both conditions.

Do search folders work on mobile Outlook apps?

Search folders created on desktop or web will appear in the Outlook mobile app under the folder list, but you cannot create new ones from the mobile app.

Will deleting a search folder delete my emails?

No. Search folders are virtual views. Deleting the folder only removes the view, not the actual messages.

Can I share a search folder with a colleague?

Search folders are personal and cannot be shared directly. However, you can share a saved search as a .oews file (Windows) or send the criteria so the other person can recreate it.

Why doesn’t my search folder include emails from before I created it?

Search folders should include all existing emails that match the criteria. If they don’t, check the “Look in� scope and make sure the folder is set to search all items, not just the current folder.

Can I use search folders for calendar items or contacts?

Search folders are designed for email messages. For calendar or contacts, use the built-in search or create a custom view instead.

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