This article explains how to locate older emails in Outlook, including messages that may be hidden by search scope, filters, sync settings, Deleted Items, rules, the Archive folder, or the Online Archive.
Before you begin: Start by checking Outlook on the web. If the message appears in Outlook on the web but not in the Outlook desktop app, the issue is likely related to the Outlook app, local search, view settings, or offline sync settings.
Check Outlook on the Web First ▾
Outlook on the web is often the best place to confirm whether the message still exists in your mailbox.
- Go to https://outlook.office.com.
- Sign in with your full FAU email address and FAU password.
- Use the search bar at the top of Outlook.
- Change the search scope to All folders, All mailboxes, or the widest available search option.
- Search by sender, subject, keyword, or approximate date.
Note: If the message appears in Outlook on the web, the message is still in the mailbox. The issue may be with Outlook desktop sync, search, or view settings.
Check Deleted Items and Recover Deleted Items ▾
If the email was accidentally deleted, it may still be in Deleted Items or the recoverable deleted items area.
Check Deleted Items
- Open Deleted Items.
- Search or browse for the missing message.
- If you find the message, move it back to the appropriate folder.
Recover items deleted from the Deleted Items folder
- Open Deleted Items.
- Select Recover items deleted from this folder, if available.
- Search for the missing message.
- Select the message, then choose Restore or Recover.
Note: The ability to recover deleted items depends on the Outlook version, mailbox type, and retention policy. If the message is outside the recovery period, it may no longer be recoverable.
Check Search Scope, Filters, and View Settings ▾
Outlook may hide or exclude messages if a filter, search scope, focused view, or folder view is applied.
Check common filters
- Focused Inbox
- Unread only
- Mentioned only
- Date filters
- Current folder search scope
- Collapsed folders or hidden folder groups
Classic Outlook for Windows
- Go to the folder where you expected to find the message.
- Select the View tab.
- Select View Settings.
- Clear any filters that may be hiding messages.
- Check whether Focused Inbox is enabled and review both Focused and Other.
Outlook on the web or new Outlook
- Use the search bar at the top of Outlook.
- Change the search scope to All folders or All mailboxes, if available.
- Review any active filters, such as unread, attachments, date, or sender.
- Clear filters and search again.
Check Archive and Online Archive ▾
Older messages may be in the regular Archive folder or in the separate Online Archive / In-Place Archive, if that feature is enabled for your mailbox.
Archive folder
The regular Archive folder is part of your primary mailbox. Using the Move to Archive button typically moves messages into this folder.
- Open Outlook.
- Look for the Archive folder in your mailbox folder list.
- Select the folder and search for the missing message.
Online Archive / In-Place Archive
The Online Archive or In-Place Archive is a separate archive mailbox that may appear alongside your regular mailbox folders. It is managed by IT and may be used to store older messages outside your primary mailbox.
- In Outlook, look in the folder list for Online Archive, In-Place Archive, or a similarly named archive mailbox.
- Select the archive mailbox.
- Search within the archive mailbox or change the search scope to include all mailboxes, if available.
Note: The name may vary by Outlook version. Microsoft commonly shows In-Place Archive in new Outlook and Outlook on the web, while classic Outlook and Outlook for Mac may show Online Archive.
Adjust Mail to Keep Offline in Classic Outlook ▾
In classic Outlook for Windows, Cached Exchange Mode may only keep a limited amount of mail available offline. Older mail may still exist in the mailbox, but Outlook may need to sync more mail before it appears locally.
Note: These steps apply to classic Outlook for Windows. Cached Exchange Mode and the Mail to Keep Offline slider are not available in new Outlook for Windows.
- Open classic Outlook.
- Select File.
- Select Account Settings, then select Account Settings again.
- Select your FAU email account.
- Select Change.
- Find the Mail to keep offline slider.
- Move the slider farther to the right, or to All, if you need all mail available locally.
- Select Next or Done.
- Restart Outlook.
- Allow time for Outlook to sync older messages. This may take a while for large mailboxes.
Important: Syncing more mail locally can use more disk space and may take time depending on mailbox size and network connection.
Check for Rules Moving or Deleting Mail ▾
A rule may have moved, deleted, forwarded, or archived the message automatically.
Classic Outlook for Windows
- Open Outlook.
- Select Home.
- Select Rules.
- Select Manage Rules & Alerts.
- Review any rules that move, delete, forward, or archive messages.
Outlook on the web or new Outlook
- Open Outlook.
- Select Settings.
- Select Mail.
- Select Rules.
- Review any rules that move, delete, forward, or archive messages.
Use Search Folders in Classic Outlook ▾
In classic Outlook for Windows, you can create a Search Folder to help locate older messages.
- Open classic Outlook.
- Select the Folder tab.
- Select New Search Folder.
- Scroll to Organizing Mail.
- Select Old mail.
- Select Choose, then choose an age such as older than 24 months.
- Select the mailbox to search.
- Select OK.
Note: Search Folders are a classic Outlook feature and may not be available in every Outlook version.
Troubleshooting ▾
- If the message appears in Outlook on the web but not the Outlook desktop app, check search scope, filters, view settings, and Mail to Keep Offline settings.
- If the message does not appear in Outlook on the web, check Deleted Items, Recover Deleted Items, Archive, Online Archive, Junk Email, and rules.
- If you imported or moved messages to a local Outlook data file, those messages may only be available from the computer where the data file is stored.
- If you cannot find a message that may have been removed by retention or archive policy, contact the Help Desk.
Still Need Help?
If you still cannot find an older or archived email, please contact the Help Desk at 561-297-3999 for assistance. When reporting the issue, include the approximate date of the email, sender, subject, whether it appears in Outlook on the web, and which steps you already tried.