Powerful Search Techniques

Perform Search within PST File Emails using Keywords, Boolean Operators, Multiple Criteria & Saved Search

SysTools PST Viewer Pro & PST Viewer Pro+ software renders outstanding functionality for anyone who needs to search in PST files without Outlook, using multiple search techniques such as General Search, Search by operators, Search by criteria and Filters, Search by “Look For” etc.

Using search options can help your small business get streamlined. Here are just only a couple of the tasks, you can perform using search:

Search for a message in PST File that is misplaced.
Search for a series of messages from a particular sender or individual
Search in PST files for emails with a certain subject matter
Find for messages with a specific parameter.
Search in a certain time period for messages sent or received.
Check for attachments to a file.

Yet completely different question is, understanding how to use “Search Feature” properly. For extensive guidance on using SysTools Outlook PST Viewer Pro & Pro+ search functionality, let's walk through the detailed written steps below.

To access the Software Search function, select the Search Tab from the bottom left of the Software Interface tab.

From this screen you can search within different Outlook PST elements. Even, for more complex searches, you can merge the search components. Here are the components you should look for to Search within PST File:

Search by keyword (General Search ) : This search mechanism helps users to search in PST files without Outlook using matching keyword, giving accurate information.
Search by Operators : OR, NOT, AND : Search Operators (called Boolean Operators) enables users to fine-tune your search result by using AND, OR, and NOT operators to extend or limit your search by combining search words.
Search by “Add Criteria” : With this, it enables a specific entity to be looked for in documents, schedules, attachments, etc.
Search by Saved Result : This will help you recall the words you've already been looking for, the variations you've found, and any new words you've encountered in search results that you want to use later in your searches.
Search by Look For : This option enables you to search selectively within Mail, Calendar , Attachment or alltogether at once

General Search (Search by Keyword)

STEP 1

This search function helps users to search data in PST files that fits the keyword, offering accurate results. Enter the terms that must appear in the generated results such as title , body text, etc. Two options are offered for this purpose:

Search bar : Search for a “relevant keyword” according to user criteria. Using this option, user can find selective email message using particular text in a message.

STEP 2

Delete filter : To delete the unwanted filter added, click the Red Close button

The availability of several search options would assist the users to make use of efficient Search Tool where a suspicious keyword is placed in the search area. The software then scans for the particular keyword from all the emails and attachments and shows the results of the search in PST files without Outlook.

Search by Operators : OR, NOT , AND

Search Operators (called Boolean Operators) enables users to fine-tune or tweak for any adjustments in your search result by using AND, OR, and NOT operators to extend or limit your search by combining search words. Users can search within PST File email data with the aid of logic operators by either incorporating or excluding multiple keywords in the search facts.

STEP 1

OR Operator

Appearance of the searched item is not necessary. That is, if you are not aware which word was present in the necessary email, you can add several keywords with the aid of the OR operator, and the result will include all of the keywords.

For Example : If you search in PST Files for X or Y. This will will display X or Y-related data, or both,
If you Search for From field as “From: Alexandre” OR To field as “To: Adriana”. This will display result either with “Alexandre” or “Adriana”, or both as shown below :

STEP 2

AND Operator

AND: This operator is used when the result must contain the keywords searched for. You can sort the search result, which includes emails containing all the keywords searched.

For Example : If you're looking for X and Y. This will only return findings that have both the keywords searched for, both X and Y.
If you Search for “From : Alexandre” AND “To : Adriana”. This will display result with both “Alexandre” and “Adriana” , as shown below

STEP 3

NOT Operator

This operator is programmed to exempt a term or expression containing the keywords searched from emails. That is, user can filter out the emails that do not include such words using NOT operator.

For Example : if you're searching in PST Files for X & exclude Y, it helps to search with value X & remove Y from the results.
Like in the below screenshot, you need to search within PST File for emails with From field as “From : Alexandre” & To field must not be “Adrianne ”, so here you can give search query like : “From : Alexandre” NOT “To : Adrianne ”the result is showing the email that contains only the “Alexandre” in From field but not Adrianne in To field

Search by Add Criteria & Filter Option

The search results can be easily accessed by any user by using the "Add Criteria" function. This helps a particular object to be searched in PST Files without Outlook, according to fields available in emails, calendars, & attachments,To add more filters, click on Add Criteria

STEP 1

Search by Mail Criteria

This helps you to to Search within PST File emails according to:

Searching for emails from a known Sender :
All messages from a single sender can be found using this Criteria. To do this, in the search field, select Add Criteria > Mail > Choose 'From:' preceded by the name of the sender. For starters, if you intend to check for all emails received by Andrianne, type 'Andrianne.' in From Field.
Searching for emails sent to an individual :
Any emails sent to a single individual can also be scanned for. This time, you can use the 'To:' criterion, proceeded by the name of the receiver. Say you'd like to check at all the emails you've sent to Andrianne. ; type ' Andrianne' in the To field while searching.
Look for an email with a relevant Subject :
Using the 'Subject:' criterion while searching for an email involving a particular subject. So, you should type 'Hello World' in the "Subject" search field if you want to find a message in PST Files containing 'Hello World' as the subject.
Other Search Operators :
Using the 'Subject:' criterion while searching for an email involving a particular subject. You can further customize your search by entering the necessary data in the fields and selecting the appropriate choices, . There are more specialized operators, aside from these simple search operators, that you can use to make the search more precise results. Click the "Add Criteria "arrow on the right side of the search box to reach further search operators such as To, Cc, Bcc, Topic, Body, Received Date, Sender Name, Sent Date, Modification Date, MD5, From, Message Header.

STEP 2

Search by Calendar Criteria

You can search in PST Files from the calendar mailbox item using unique calendar entries such as Subject, Body, Start, End, Importance, Location .If users wants to search for data from the calendar mailbox item and knows the received date or sender’s name. Then, he/she can add the criteria, as shown in the below image

STEP 3

Search by Attachment Criteria

If you want to to search within PST File for an attachment with a specific extension you can use Search by Attachment Extension & Attachment Name. For Example : It will enable you to search attachments with extension like : jpg,.pdf etc & Attachments name : image.jpg.

You can also view attachment details during search with Multiple Previews like :

Attachment Properties : This helps Enables you to view attachment details like creation time, modification time , Name, Size(KB)
Attachment : It enables you to preview Attachment
Hex: displays attachment details in hexadecimal form
Normal Mail View : Show Attachment embedded within original email

Search by Saved Result

This search will help you recall the words you've already been looking for, the variations you've found, and any new words you've encountered in search results that you want to use later in your searches.

STEP 1

Open Saved Search results – This button helps you to access the saved search for later usage that you have already completed & saved.

STEP 2

Save Search Result- This will help you recall the words you've been looking for, the variations you've found, and any new words you've encountered in search results that you'd like to use later in your searches. It also allows the search results to be stored with the name.

STEP 3

Clear Search Result- This option is used to clear all the search results that you are currently searching
Auto Preview : This option allows switching between Preview Mode and Regular Mode, as seen below.

Search by Look For

STEP 1

This Button enables you to to Search selectively within PST File Mail, Calendar , Attachment or alltogether at once

STEP 2

Search within Mail: Check this option to search specifically in PST File Emails only.
Search within Attachment: Select the option if it is required to search within attachments.
Search within Calendar: This option enables to search data from Calendar data item.
Search within ALL at once : For this you can click beside every option to "search by keyword" within all at once.

Multiple Saving Options After Search

The software provides following options for saving the result after the search is performed :

Select All : While you are exporting data you can choose select All or select desired searched data & export item into required Export Format.
Found : This displays the number of emails or items displayed after applying the filter on search
Remove Duplicates : This option helps to eliminate all the duplicate items within the search after applying all the search criterion

Export : After performing the desired Search within PST File, you can click on the Export option depending on the version of PST Viewer you are using
- PST Viewer Pro : It provides two options : Export PST as PDF & Print PST data
- PST Viewer PRO + : It provides following Export options EML, MSG, PST, and PDF

SysTools PST Viewer Pro / Pro+ - Search Reference Table

You can search in number of ways using this Search Bar. Find the different techniques in the search type chart given below :

Search Type	How to Search	Example	Result
Search by Keyword	Enter Keyword to find the desired data in PST File	“Adriana” “To : Adriana” “From : Alexandre” Other Mail Criteria	Finds Adriana throughout emails Find Adriana in To field Find Adriana in From Field Other Mail Criteria
Search by Operator	Search using OR, AND , NOT operator	OR Operator Search query like : “From: Alexandre” OR “To: Adriana” AND Operator Search query like : “From : Alexandre” AND “To : Adriana”. NOT Operator Search query like : “From : Alexandre” NOT “To : Adrianne ”	OR Operator This will display result either with “Alexandre” in From field or “Adriana” in To field, or both AND Operator This will display result with both “Alexandre” in From field and “Adriana” in To field NOT Operator The result will show the email that contains only the “Alexandre” in From field but not Adrianne in To field
Search by Criteria/ Look For	Search using Criteria : Mail , Calendar & Attachment	Mail Search Criterion : To, Cc, Bcc, Topic, Body, Received Date, Sender Name, Sent Date, Modification Date, MD5, From, Message Header. Calendar Search Criterion Search by calendar entries such as Subject, Body, Start, End, Importance, Location Attachment Search Criterion Search by Attachment Extension & Attachment Name.	Mail Search Criterion : It will enable you to search emails by sender, receiver, carbon copy (Cc), Blinded Carbon copy (BCc) subject name Body, Received Date, Sender Name, Sent Date, Modification Date, MD5, From, Message Header. Calendar Search Criterion It will enable you to search calendar entries such as Subject, Body, Start, End, Importance, Location Attachment Search Criterion It will enable you to search attachments with extension like : jpg,.pdf etc & Attachments name : image.jpg.