O365 search limitations - Microsoft Community


are there limitations when searching other users mailbox or shared mailbox in 1 outlook profile?

i have user full access 2 other mailbox , randomly cannot search part numbers (ex:p001). no issues searching in shared mailbox. tried index repair , searching in other users mailboxes works couple days , breaks. 

we have local o365 full cache mode. other users same setup access other mailboxes experience same issue. 

***post moved moderator appropriate forum category.***

hi gustavo,

by default search results list limited recent 200 items match search query in outlook 2010 , outlook 2007, , recent 250 items match search query in outlook 2016 , outlook 2013. can refer steps below:

to display of items matching particular search query, perform following:

  • in outlook 2016 or outlook 2013: click more below search results display of items matching search query.
  • in outlook 2010 or outlook 2007: click following text appears below the instant search text box in outlook 2010 or 2007:
    your search returned large number of results. narrow search, or click here view results.


modify behavior future search queries, disable feature using following steps:

  • outlook 2010 , later versions:
    1. click file, options and select search.
    2. clear improve search speed limiting number of results shown checkbox.
    3. click ok.
  • outlook 2007:
    1. on tools menu point instant search and click search options.
    2. in search options dialog box, clear make searches faster limiting number of results shown checkbox.

if clear above check boxes, search results list contain every possible item matching search query.

feel free post should have further concern.



Office / Outlook / Other/unknown / Office 365 for business



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