A user had a question about the number of search results Outlook displays initially:
I’m using Outlook and my search results only show 250 items. Why is this?
Outlook limits the number of results displayed in order to speed up the search results in cached Exchange mode. The limit is 250 in Outlook 2013 and Outlook 2016, but 200 in Outlook 2010 and 2007. To display additional results, click More at the bottom of the results list.
You can change the Search options to show all results or edit the registry to increase the number of results. To show all results, go to File, Options, Search and untick Improve search speed by limiting the number of results shown.
To increase (or decrease) the number for items initially displayed you can add the SearchResultsCap value to the registry.
Open regedit then browse to the following key (where xx is your version of Outlook). Add the SearchResultsCap DWORD with the new value then restart Outlook.
HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Outlook\Search
DWORD: SearchResultsCap
Decimal Value: number you want as your limit: 0 to 4294967295
These registry files set the cap to 400.
Outlook 2016 Outlook 2013 Outlook 2010 2007
Outlook Version numbers are as follows:
Popular Name | Version Number |
---|---|
Outlook 2016 | 16.0 |
Outlook 2013 | 15.0 |
Outlook 2010 | 14.0 |
Outlook 2007 | 12.0 |
Search Results in Online Archives
Office 365 Online archive mailboxes have a limit of 250 results. While you can use the SearchResultsCap registry value to reduce the results, you'll need to refine the search to keep the results under 250 or use OWA (which does not have a limit).
Good afternoon Diane! Our exchange server Office 365 Win 10 account is limited to 1000 items. I found additional features available in Search Options> Advanced search> searching in field "Messages"> Contains> for specific text, then in field "received" > "before"> {enter date of oldest in the search}. You may need to iterate to search entail mail , then in Archive as well.
In Microsoft 365 and Outlook 2019, the cache mode search results are limited to 1025. It's still not enough, in the past I've been able to search back many years for say - all emails from a particular domain, and have them all returned. Is there a workaround for this limitation? Another way to perform the search?
Does the registry key option works for exchange on-premises using online archive, or the registry key is only limited to increase results for the primary mailbox
It works with any exchange account - in cache mode. It can be used in on-prime to reduce the search results in an online archive, but they are limited to 250 max.
Unticking the box worked for us today. Thanks very much Diane.
this write-up is not accurate and does not work.
Which version of outlook d o you use and what type of mail account?
OWA does have a search limit.
The initial OWA search displays 25 items and at the bottom is “Get more results”. Click “Get more results” and you get an additional 55 items with the words “If you didn’t find what you were looking for, try again using more specific search terms”. That is 80 items total.
Diane - please update your page to reflect this in your "Search Results in Online Archives" section....
Office 365 Online archive mailboxes have a limit of 250 results. While you can use the SearchResultsCap registry value to reduce the results, you'll need to refine the search to keep the results under 250 or use OWA (which does not have a limit)
They keep making changes and its hard to keep up. This reduction is a 'feature' of Exchange-level search - the intention is to provide the results more quickly and consistently across all devices.
Tried it becuase i was limited to 1000 in Outlook 2016, after adding the key i'm limited to 250 and now no matter what value very time i launch Outlook i still only get 250.
If it's an Exchange archive mailbox, the limit is 250 - you can use the key to reduce it, but not increase it. If you remove the key, do you get more results?
Your write-up is not accurate.
Do some testing next t;ime.
What version of Outlook and Exchange are you using? This information on this page is accurate for older versions. The newest Outlook desktop versions show a limited # of items in the search results and load more as you scroll down.
Hello,
I've unticked this box, however it doesn't work, any help?
It worked the first time and then I logged back in and out and didn't work again, even though its still unticked.