How to Search Outlook Emails for Exact Phrase? Get Best Solution!
When searching for a specific phrase in Outlook Instant Search, users will get unwanted results containing only one word of that phrase. Follow this article to learn how to search for an exact phrase in Outlook mail.
How to Search Outlook Emails for Exact Phrases?
“I am using Microsoft Outlook application for both business and personal usage. Been working as a Technical Consultant, I receive numerous emails from my clients throughout the day. Because of this, I really find the task to search Outlook emails for exact phrase very tough. For this, I have to dedicate a specific amount of time to manually search every single email with similar phrases or keywords, which moreover consumes a lot of time. Hence, I am looking for some trustworthy tool that will efficiently search outlook exact phrase.”
We are familiar with the fact that Microsoft Outlook is one of the widely used email applications, which renders many mesmerizing features for a better communication experience. However, most Outlook 2021, 2019, 2016, and 2013 users fail to search for a specific phrase in Outlook.
Table of Content
How to Search For Specific Words in Microsoft Outlook
- To start with, in the navigation pane, double hit the email, in which users want to find particular words, to open it in its own open Window.
- Now, in the message Window, users should locate the find button in the group editing. Hit it.
- In the new popup dialog box of Find and Replace, under the Find tab hit on More button in the bottom left corner.
- Now take the following steps:-
- Initially, in the popup search options section, users should be able to find whole words only.
- Then, input the particular words in the Find what box.
- Hit the reading highlight button and select highlight all options from its drop-down list.
- After that, you get a pop-up on how many of the searched-out words are highlighted.
- Finally, when users close the Find and Replace dialog box and return to the message body, Users will see the highlighted particular words that users have for just now.
How to Search For A Specific Phrase in Outlook Mail Folders
- For a start, still in the mail pane, hit the search box to bring out the search ribbon.
- Then in the group of options, hit Search Tools and choose Advanced Find from its drop-down list.
- Now, users will get into the advanced find dialog box. Hit on the browse button to select the mail folder where users wish to search the particular phrases, text, and words. If required, users are allowed to choose search subfolders.
- Finally, back to the advanced find option.
- Switch to the Advanced tab.
- Hit on the field button and then find All Mail Fields > Subject.
- In the condition field, users should Phrase Matches from the popup list.
- In the value box, fill in the specific phrases that users want to search for.
- Finally hit on the Add to list option.
- Eventually, hit on the find now button. The search results whose subjects contain the particular phrases will be given at the bottom.
As manually searching Outlook emails is not a feasible approach, it is advised to use an automated solution to smartly search exact phrases in Microsoft Outlook and view multiple PST files. Therefore, in this blog, we will disclose the ultimate solution to search for a text string in Outlook in a comprehensive way.
Expert Solution to Search Outlook Emails for Exact Phrases
When it comes to searching and opening Outlook emails with exact keywords, one can entirely rely on SysTools PST Viewer Pro tool. This utility is a standalone software that smoothly searches Outlook emails using the advanced searching functionality without installing the Outlook application on the system.
However, this software is developed by the best technocrats and lets users preview the complete Outlook 2021, 2019, 2016, 2013, 2010, 2007, and 2003 data items like emails, contacts, calendars, tasks, notes, journals, etc.
With the help of this tool, users can easily view the data from even the corrupted PST file. Besides performing the advanced search, it also allows exporting the PST file into PDF format. By this, users can keep the email evidence protected without worrying about data misuse by an illegitimate user.
Also Read:- Print PST file
Some of the Key Features of the Tool are Listed Below,
- View PST Emails Along With Attachments Without Outlook
- Option to Save & Print the Outlook Emails to PDF File Format
- Quickly Search Emails from Single or Multiple PST Via Advanced Search
- Selective Outlook Data Migration Using Date Filter Option
- Facility to Rearrange or Sort Outlook Data Items by Attributes
- Save the Resultant PDF File to any Location of One’s Choice
Also Read: How to Quickly Search Inside PST Files without Outlook 2021, 2019, 2016?
How to Search Outlook Email for Exact Phrase by this Application
- Install & launch tool on the Windows system
- Upload the PST file on the software interface to search Outlook emails from the bulk PST emails
- Once the PST file is browsed, tick the Advance Scan option to view and analyze the corrupted PST file
- After the scan process is successfully completed, the tool displays a preview of the entire emails in different preview modes like Normal Mail View, MIME View, and so on
- One can avail of the Advance Search option from the software interface to search the required emails from single or multiple PST files. For that, simply specify the relevant keywords in the enlisted fields like Subject, To, Bcc, Body, etc.
- In order to search for a specific phrase in Outlook precisely, you can also make use of different operators such as AND, OR, NOT, etc. One can also add customized criteria using the Add Criteria option to search Outlook emails for exact phrases or keywords
- After finding the desired PST emails, the files can be exported to PDF format
- By this, all the selected emails from the Outlook application will be saved in PDF format in the destination location
Also Read: How to do Outlook Email Search by Sender?
Summing Up
Out of the various email applications available in the market. Microsoft Outlook 2021, 2019, 2016, and 2013 are extensively used by both large-scale and small-scale organizations. When it comes to searching Outlook emails for an exact phrase, a user finds the manual email searching process quite tedious and time-consuming.
Because of this, it is advised to switch to PST Viewer Pro software which lets users advance search Outlook emails by specifying the associated keywords to find better search for a specific phrase in Outlook the vast PST emails.
