# How to search with filters in Outlook on Mac: Microsoft 365 steps for 2026

> Learn how to search with filters in Outlook on Mac: use the Filters icon, set the scope, type From: and date keywords, then save it.

URL: https://www.lazur.app/how-to/search-with-filters-in-outlook
Updated: 2026-11-07

In Outlook on Mac, click the search box in the upper-right corner, type a keyword, then click the Filters icon at the end of the box. Pick a filter such as From, To, Subject, a date range or attachments, then set the search scope on the Search tab.

## Quick answer

- Click the search box, type a keyword, then click the Filters icon at the end of the box.
- Filters cover Folders, From, To, Subject, keywords, date ranges and attachments.
- Set the scope on the Search tab: Current Folder, Subfolders, All Mail or All Items.
- Type keywords such as From:Dana or HasAttachment:yes to skip the menu entirely.
- Use ⌥⌘F to search the current folder and ⇧⌘F for an advanced search.

Applies to: Outlook for Microsoft 365, 2024 and 2021 for Mac. Time: 5 min. Difficulty: Easy.

## What you need

- Outlook for Microsoft 365 for Mac, Outlook 2024 for Mac or Outlook 2021 for Mac
- Mail in the folder you want to search
- Outlook 16.111.1 or later, which fixed an unresponsive search bar

## How to Search Outlook on Mac with filters in Outlook on a Mac

1. **Open the folder to search.** Click the folder in the sidebar, such as Inbox or a project folder. A narrow starting point makes the results easier to read. If you do not know the folder, skip this step and widen the scope later. Tip: The folder you pick here is what Current Folder searches.
2. **Click the search box.** Shortcut: ⌥⌘F. Click the search box in the upper-right corner of the Outlook window. To jump there from the keyboard, press ⌥⌘F. Microsoft lists it as the shortcut for searching the current folder. Tip: ⌘F does a different job. It searches text inside an open message.
3. **Type a keyword.** Type one word or a short phrase, such as invoice or budget review. Put a phrase in quotes to match it exactly. Press Return to run the search, and the results open on the Search tab. Tip: One distinctive word usually works better than a long sentence.
4. **Open the Filters icon.** (Search box > Filters icon) Click the Filters icon at the far right end of the search box. The filter options appear with the search. Microsoft shows this icon in a screenshot, so the look may vary a little by version. Tip: If you do not see the icon, check your version. The version section above explains how.
5. **Choose one or more filters.** Pick from Folders, From, To, Subject, keywords, date ranges or attachments. Add one filter, check the list, then add the next. Stacking all of them at once makes it hard to see which one cut a message. Tip: Start with From or a date range. A sender name is usually the easiest detail to remember.
6. **Set the search scope.** (Search tab) On the Search tab, choose a scope: Current Folder, Subfolders, All Mail or All Items. Start narrow. Widen the scope only when the message does not appear. Tip: Scope sets where Outlook looks. Filters only narrow what the scope finds.
7. **Or type the filter instead.** In the search box, type a keyword such as From:Dana, with no space after the colon. Use MM/DD/YYYY for dates, such as Sent:01/01/2017. Typed filters work the same way as the menu filters. Tip: Typing HasAttachment:yes skips the Filters icon completely.
8. **Save the search if you repeat it.** (Search tab > Save Search) On the Search tab, choose Save Search. Outlook stores the search under Smart Folders, so you can run the same filters again later. A saved search does not file new mail for you. Tip: Name the search after the job, such as Supplier invoices, so it is easy to find.
9. **Close the search.** (Search tab > Close Search) When you finish, choose Close Search on the Search tab. If you leave it open, the Search tab stays active. Close the search before you start a new one so the old scope does not carry over. Tip: Close Search is on the Search tab, not inside the search box.

Outlook on Mac keeps its search filters close to the search box, so they are easy to miss. The Filters icon sits at the far right end of that box. Once you open it, you can narrow a search to one sender, one date range, or only messages with a file attached. This page covers the menu steps first. Then it covers the typed shortcuts that do the same job, the mistakes that hide good mail, and how to check which version you run.

## Find the Filters icon in the Mac search box

Click the search box in the upper-right corner of the Outlook window. Type a word, and the results open on the Search tab. The Filters icon is at the end of the box, on the right. Microsoft's Mac search help tells you to select this icon. That page shows the filter names in plain text and in a screenshot, but it does not give full menu paths. So the labels on your screen may differ a little from this guide. If a label differs, pick the closest match and test it on a message you know.

![Person working at a laptop with email open, ready to search with filters in Outlook on Mac](https://images.lazur.app/content-images/howto/search-with-filters-in-outlook/how-to-search-with-filters-in-outlook-1-4777b3.jpg)

## Run a filtered search from start to finish

Start with a keyword, even a short one. Filters work on top of the keyword. They narrow the list that the keyword finds. If the list gets too small, remove the newest filter before you change the keyword. Change one thing at a time, so you know what caused the result. The steps below follow that order.

## What each filter does

Microsoft's Mac help lists seven filter types. Here is what each one is for, in plain words.

- Folders: limits the search to the folders you choose.
- From and To: match the sender or the recipient.
- Subject: looks for words in the subject line.
- Keywords: looks for words you type, as a text match.
- Date ranges: keeps messages from a window of time you set.
- Attachments: keeps only messages with a file attached.

Here is a common case. You need the invoice from a supplier last September, and it came as a PDF. Type invoice in the search box. Open the Filters icon and add From with the supplier's name. Add a date range that covers September. Then add Attachments. Three filters on one keyword should leave a short list you can scan.

## Set the search scope before you filter

Scope decides how far the search reaches. Filters only narrow what the scope finds. Mail offers four scope options: Current Folder, Subfolders, All Mail and All Items. You choose them on the Search tab. Start with the narrowest scope that could hold the message. Widen it only when the message is missing. A wide scope finds more, but it also adds results you do not want.

| Scope | What it covers | Use it when |
| --- | --- | --- |
| Current Folder | Only the folder you have open | You know which folder holds the message |
| Subfolders | The open folder and the folders inside it | Your mail is sorted into project folders |
| All Mail | Mail folders across the mailbox | You do not remember where the message went |
| All Items | The widest option, beyond mail alone | Narrower scopes found nothing and you need a full sweep |

_The four scope options on the Search tab, with a suggested use for each._

## Type filters yourself with search keywords

You can skip the Filters menu. Outlook reads typed keywords, which Microsoft calls Advanced Query Search, or AQS. Click the search box and type the keyword straight in. These are the forms Microsoft lists for Mac.

- From:JerriFrye finds mail from that sender.
- To:JerriFrye finds mail sent to that person.
- Subject:report finds the word report in the subject line.
- Sent:01/01/2017 finds mail sent on that date.
- Category:reports finds mail filed under that category.
- report HasAttachment:yes finds report messages that include a file.
- report IsFlagged:yes finds flagged messages about report.

Microsoft's examples use a sample name. Swap in the people and words you use. The form matters more than the example text.

## Write typed filters without errors

Small typing errors cause most empty results. Put no space after the colon. From: JerriFrye fails, while From:JerriFrye works. Dates use MM/DD/YYYY, so the first day of 2017 is 01/01/2017. Keyword searches ignore capital letters, so report and Report return the same mail.

Wildcards work at the end of a word only. Type cat* to match category or catalog. Microsoft's notes do not list wildcards at the start of a word, so do not rely on them.

To leave out a sender, put a minus sign before the property, such as -from:"Jerri Frye". Use parentheses when every word must match, and quotes for an exact phrase. A space between two terms acts as AND. You can also write AND or OR between terms.

> **Keyword or menu?:** Typed keywords work as filters. If a Filters label on your screen does not match this guide, type the keyword instead. You get the same narrowing without the menu.

## Combine filters for a worked search

Say a colleague sent a contract with a PDF attached, and you cannot find it. Type contract in the search box. Then type From:Dana HasAttachment:yes on the same line. If the list is still long, add a date with Sent: in MM/DD/YYYY form. Check the list after each change.

Filters combine with AND by default. Each new filter removes more mail, so a list can drop to nothing. When that happens, remove the last filter first. Removing one filter at a time shows which one caused the empty result.

## Mistakes that hide good mail

Most missing messages come from five habits. Check these before you decide the search is broken.

- Searching a narrow scope. Current Folder skips mail filed in other folders.
- Expecting attachment text to match. Basic search reads file names only.
- Pressing ⌘F inside an open message. Microsoft uses it to find text in that message.
- Putting a space after a colon. The filter breaks, and the next word is read as a separate term.
- Writing dates in another order. Use MM/DD/YYYY every time.

## Use keyboard shortcuts to start searches faster

Five shortcuts cover most search work on Mac. ⌥⌘F searches the current folder. ⇧⌘F starts an advanced search and adds an Item Contains filter. ⌘F finds text inside the open item. ⌘G and ⇧⌘G move to the next and previous match in that item.

Keep two kinds of search apart in your head. The mailbox search runs across your mail. The ⌘F search runs inside the one message you are already reading. Mixing them up is an easy way to think a message has vanished.

> **⌘F is not the mailbox search:** Some third-party guides say ⌘F opens the search box. Microsoft's keyboard page says ⌘F finds text inside an open item. Use ⌥⌘F for the mailbox search.

## Save a filtered search you run often

If you run the same filtered search each week, save it. On the Search tab, choose Save Search. Outlook stores it under Smart Folders, so you can run the same filters again later. Then close the search. Choose Close Search on the Search tab, or the Search tab stays active.

A saved search is not a rule. A saved search looks back at mail when you run it. A rule acts on mail as it arrives. If you want new messages filed for you, read [how to create a rule in Outlook on Mac](https://www.lazur.app/how-to/create-a-rule-in-outlook). To file what you find, read [how to create a folder in Outlook on Mac](https://www.lazur.app/how-to/create-a-folder-in-outlook).

## Why a filtered search returns no results

Empty results usually have one of three causes. The first is indexing. Spotlight has to index your mail before search can find it. Microsoft says incomplete Spotlight indexing, or Spotlight privacy settings, can break search. After you add an account or import data, wait for indexing to finish.

The second cause is a filter that is too strict. Remove filters one at a time, starting with the newest. The third cause is a search bar that stops responding. Microsoft fixed that in version 16.111.1, released July 21, 2026.

- **62%** of employees say they spend too much time searching for information, communicating and coordinating (2023) ([source](https://blogs.microsoft.com/blog/2023/05/09/introducing-the-microsoft-365-copilot-early-access-program-and-2023-microsoft-work-trend-index/))
- **31,000** respondents in 31 countries took part in the same 2023 Work Trend Index survey ([source](https://blogs.microsoft.com/blog/2023/05/09/introducing-the-microsoft-365-copilot-early-access-program-and-2023-microsoft-work-trend-index/))

Those numbers come from a 2023 Microsoft survey. The 62% figure covers searching, communicating and coordinating together, so it does not measure email search alone. It gives a sense of how common the problem is, but it is a broad measure.

![Office desk with a laptop and papers, a common setup for searching Outlook on Mac email](https://images.lazur.app/content-images/howto/search-with-filters-in-outlook/how-to-search-with-filters-in-outlook-2-a99977.jpg)

## Check your Outlook version before you follow these steps

Open Outlook > About Outlook to see your version and build number. Microsoft's update history lists 16.114.4 (Build 26110224) as the newest package, dated November 4, 2026. Install updates from Help > Check for Updates.

The steps on this page match Outlook for Microsoft 365 for Mac, Outlook 2024 for Mac and Outlook 2021 for Mac, the versions Microsoft's basic-search page covers. Microsoft also says support for legacy Outlook for Mac ends in October 2026. If you still run that older app, plan to move. Your license decides how long support lasts, so ask your admin if the account is for work.

## Filters on Outlook on the web

The web version uses the same Filters button at the end of the search box. It offers Folders, From, To, Subject, keywords, date ranges and attachments, as the Mac version does. The web search returns only the first 1,000 results. Narrow the date or folder when you expect a big list.

Clear a web search with Exit Search. The classic web version uses Discard instead. If your screen does not match, Microsoft suggests trying the classic instructions.

## Next steps after you find the message

Once the message shows up, you can read it, reply to it, or move it. Filing and rules are separate jobs, and each has its own page. If you send the same reply often, read [how to turn on automatic replies in Outlook on Mac](https://www.lazur.app/how-to/turn-on-automatic-replies-in-outlook). If you search client mail all day, the [Outlook for lawyers on Mac](https://www.lazur.app/for/lawyers/outlook) page covers that kind of work.

> **Check labels on your screen:** Microsoft shows the Filters options in a screenshot, not as menu paths. Test each filter on a message you know. That shows you the real label and what it does.

![Man typing on a laptop keyboard while checking messages before running a search](https://images.lazur.app/content-images/howto/search-with-filters-in-outlook/how-to-search-with-filters-in-outlook-3-abe4e7.jpg)

## Shortcuts

- Search the current folder: ⌥⌘F
- Start an advanced search with Item Contains: ⇧⌘F
- Find text inside an open message: ⌘F
- Next match inside an open message: ⌘G
- Previous match inside an open message: ⇧⌘G

## If it does not work

- **The search bar stops responding** Update Outlook. Version 16.111.1 (Build 26071913), released July 21, 2026, fixed an issue where the search bar could become unresponsive. Check for updates from Help > Check for Updates.
- **No Results for mail you know exists** Wait for Spotlight indexing to finish, then search again. If it still fails, follow Microsoft's steps: run OutlookSearchRepair, check the profile name for special characters, remove the profile from Spotlight's Privacy tab, and rebuild the index with mdimport. The article covers Outlook 2016 for Mac and Outlook for Microsoft 365 for Mac, and it shows no update date.
- **An attachment keyword finds nothing** Basic search matches attachment file names only. Search for the file name, or use HasAttachment:yes to find the message, then open the file to check its contents.
- **Search results stay on screen after you finish** Choose Close Search on the Search tab. Otherwise the Search tab stays active.
- **⌘F searches the message, not the mailbox** Click the search box or press ⌥⌘F for the mailbox search. Use ⌘F only for text inside an open message.
- **Web search results stop at 1,000** Outlook on the web returns only the first 1,000 results. Narrow the search with a date range or a folder, then search again.

## With Lazur

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘ and ask; it sees your screen, answers out loud, points at buttons and walks you through apps. Hold fn to dictate. Free for 3 days, then $18/month: https://www.lazur.app/download

- “Where is the Filters icon in this search box?”: Lazur draws a circle and a label around the Filters icon, then says what the icon does out loud. (Points at it)

## FAQ

### Where is the Filters icon in Outlook on Mac?

Click the search box in the upper-right corner. The Filters icon sits at the far right end of the search box. Microsoft's Mac search help describes it this way. If you do not see it, check your Outlook version, because the layout can change between builds.

### Can I filter by date in Outlook on Mac?

Yes. Use a date range in the Filters options, or type Sent: followed by a date in MM/DD/YYYY form, such as Sent:01/01/2017. Stick to the MM/DD/YYYY form that Microsoft lists, because other date formats are not in its examples.

### Does Outlook on Mac search inside attachments?

Not with basic search. Microsoft says basic search reads attachment file names but not the text inside them. Search for the file name, or filter with HasAttachment:yes and open the file to check it.

### How do I leave one sender out of my results?

Put a minus sign before the property, such as -from:"Jerri Frye". Use quotes when the name has a space. Microsoft lists this form for Outlook for Mac.

### Why does my filtered search show no results?

First check that Spotlight has finished indexing your mail. Then remove filters one at a time to see which one hides the message. If the problem stays, follow Microsoft's No Results steps, which include rebuilding the index with mdimport.

### Can I save a filtered search on Mac?

Yes. Choose Save Search on the Search tab. Outlook stores it under Smart Folders, and it runs when you open it. A saved search is not a rule, so it does not file new mail on its own.

### Is the Mac search the same as the web search?

The filter list is similar, and the web version uses the same Filters button. The web version returns only the first 1,000 results, so narrow the date or folder there when you expect many matches.

## Sources

1. [Search in Outlook for Mac](https://support.microsoft.com/en-us/outlook/search-in-outlook-for-mac), Microsoft Support, checked 2026-11-07
2. [Find items by doing a basic search in Outlook for Mac](https://support.microsoft.com/en-us/office/find-items-by-doing-a-basic-search-in-outlook-for-mac-53b60f65-25b7-4582-9c5e-4adf16e503a1), Microsoft Support, checked 2026-11-07
3. [Keyboard shortcuts in Outlook for Mac](https://support.microsoft.com/en-us/accessibility/outlook/mac/keyboard-shortcuts-in-outlook-for-mac), Microsoft Support, checked 2026-11-07
4. [Search Mail and People in Outlook on the web](https://support.microsoft.com/en-us/outlook/search-mail-and-people-in-outlook-on-the-web), Microsoft Support, checked 2026-11-07
5. [Outlook for Mac search returns No Results, and task items are not displayed](https://support.microsoft.com/en-us/outlook/outlook-for-mac-search-returns-no-results-and-task-items-are-not-displayed), Microsoft Support, checked 2026-11-07
6. [Outlook for Mac features](https://support.microsoft.com/en-us/outlook/outlook-for-mac-features), Microsoft Support, checked 2026-11-07
7. [Release notes for Office for Mac](https://learn.microsoft.com/en-us/officeupdates/release-notes-office-for-mac), Microsoft Learn, checked 2026-11-07
8. [Update history for Office for Mac](https://learn.microsoft.com/en-us/officeupdates/update-history-office-for-mac), Microsoft Learn, checked 2026-11-07
9. [Introducing the Microsoft 365 Copilot Early Access Program and 2023 Microsoft Work Trend Index](https://blogs.microsoft.com/blog/2023/05/09/introducing-the-microsoft-365-copilot-early-access-program-and-2023-microsoft-work-trend-index/), Microsoft Blog, checked 2026-11-07