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Instant Search results are limited in Outlook

In Microsoft Outlook 2007 and later versions running in Cached Exchange Mode, you perform an Instant Search and the search results list may not display all items matching your search query.

In Outlook 2013 and later versions, below the search results you will see Showing recent results… followed by More.

In Outlook 2010 and 2007, you will see the following message below the Instant Search text box:
Your search returned a large number of results.  Narrow your search, or click here to view all results.

In order to improve performance of the Instant Search feature in Outlook, by default the search results list is limited to the most recent 200 items that match your search query in Outlook 2010 and Outlook 2007, and the most recent 250 items that match your search query in Outlook 2016 and Outlook 2013.

Note: Prior to installing the August 19, 2014 update for Outlook 2013 update, the default limit is 30 items in Outlook 2013 (Outlook.exe build is 15.0.4641.1001 or a previous version).
To display all of the items matching this particular search query, perform the following:
  • In Outlook 2016 or Outlook 2013: Click More below the search results to display all of the items matching your search query.
  • In Outlook 2010 or Outlook 2007: Click the following text that appears below the Instant Search text box in Outlook 2010 or 2007:
    Your search returned a large number of results. Narrow your search, or click here to view all results.

To modify this behavior for all future search queries, disable this feature using the following steps:

  • Outlook 2010 and later versions:
    1. Click File, Options and select Search.
    2. Clear Improve search speed by limiting the number of results shown checkbox.
    3. Click OK.
  • Outlook 2007:
    1. On the Tools menu point to Instant Search and then click Search Options.
    2. In the Search Options dialog box, clear the Make searches faster by limiting the number of results shown checkbox.

If you clear the above checkboxes, your Search results list will contain every possible item matching the search query.
More information
You can also configure this setting using the following registry data:

NoteThe x.0 placeholder represents your version of Office (16.0 = Office 2016, 15.0 = Office 2013, 14.0 = Office 2010, 12.0 = 12 Office 2007).
DWORD: SearchResultsCap

0 = Checkbox cleared, and all possible results are shown in the search results.
X = The number of items displayed in the search results. For example, if you specify 100, Outlook will display the most recent 100 matching search results.

If the SearchResultsCap DWORD is missing, the checkbox will be enabled and the default behavior is functional (Outlook 2016: 250 items returned. Outlook 2013: 30 items returned before Outlook.exe build 15.0.4641.1001, and 250 items returned after Outlook.exe build 15.0.4641.1001. Outlook 2010 and Outlook 2007: 200 items returned).

Note This is a "FAST PUBLISH" article created directly from within the Microsoft support organization. The information contained herein is provided as-is in response to emerging issues. As a result of the speed in making it available, the materials may include typographical errors and may be revised at any time without notice. See Terms of Use for other considerations.

Article ID: 2185146 - Last Review: 01/13/2016 08:48:00 - Revision: 7.0

Outlook 2016, Microsoft Outlook 2013, Microsoft Outlook 2010, Microsoft Office Outlook 2007

  • KB2185146