How to Filter Emails in Outlook (Every Version, 2026)
Outlook has two completely different things called filtering: view filters that hide messages from your current folder display, and search filters that find messages across folders. Each version of Outlook handles them slightly differently — and the most powerful option, Search Folders, only exists in classic Outlook for Windows.
Here’s how to filter emails the right way in every version.
1. Filter the Current View in Outlook on the Web
The web client has the simplest filter UI: a single dropdown above your message list.
Apply a quick filter
- Open outlook.office.com and select a folder.
- Click the Filter dropdown above the message list (it shows the funnel icon).
- Choose one of the built-in filters:
- All — show everything (default).
- Unread — only unread messages.
- To me — only messages where you’re in the To or Cc line.
- Flagged — only flagged messages.
- Mentions me — messages where you’re @mentioned.
- Has attachments — messages with file attachments.
- The view updates immediately. To clear, click Filter > All.
Sort within a filter
- Click Filter > Sort by.
- Pick a sort field: Date, From, Subject, Size, or Importance.
- Choose Newest on top or Oldest on top.
Note: View filters in Outlook on the web are per-folder. Switching folders resets the filter. To save a filter that follows you, use a Search Folder in classic Outlook (see Section 4) or a saved Search query.
2. Filter the Current View in New Outlook for Windows and Mac
The new Outlook desktop app mirrors the web UI almost exactly.
Apply a filter
- Open new Outlook and click on a folder.
- Click the Filter button in the toolbar above the message list.
- Pick Unread, Flagged, To me, Mentions me, or Has attachments.
- The view updates. Click Filter > All to reset.
Stack multiple filter conditions
You can apply more than one filter at a time:
- Click Filter and select Unread.
- Click Filter again and select Has attachments.
- The list now shows only unread messages with attachments.
To remove a single condition without clearing all of them, click Filter and toggle off the option you no longer want.
3. Search Filters and Operators
Search is where Outlook’s filtering gets powerful. The search box at the top of every Outlook client supports a query language called Keyword Query Language (KQL) — the same one used in Microsoft 365 compliance search.
Common search operators
| Operator | Example | What it finds |
|---|---|---|
from: | from:jane@company.com | Messages from a specific sender |
to: | to:team@company.com | Messages sent to a specific address |
cc: | cc:boss@company.com | Messages where someone is CC’d |
subject: | subject:"Q2 review" | Messages with text in the subject |
body: | body:budget | Messages with text in the body only |
hasattachment: | hasattachment:yes | Messages with attachments |
attachment: | attachment:pdf | Messages with a file matching the keyword |
received: | received:04/15/2026 | Messages received on a specific date |
received:>= | received:>=04/01/2026 | Messages received on or after a date |
category: | category:Red | Messages assigned to a category |
importance: | importance:high | High-importance messages |
isread: | isread:no | Unread messages |
size: | size:>5MB | Messages larger than a size threshold |
Combine operators
You can combine operators with AND, OR, and NOT (uppercase required):
from:jane@company.com AND subject:invoice— invoices from Jane.hasattachment:yes AND received:>=04/01/2026— recent emails with attachments.category:Red OR category:Blue— messages in either color category.subject:report NOT from:newsletter@example.com— reports that aren’t newsletters.
Run a search
- Click the search box at the top of Outlook.
- Type your operator-based query.
- Press Enter.
- Results appear below. Filter chips show below the search bar — click them to add or remove conditions visually.
- Click X in the search box to clear and return to your folder.
Tip: Wrap multi-word values in double quotes.
subject:"final approval"matches the exact phrase. Without quotes, Outlook treats each word as a separate token.
For more on getting search to work reliably, see how to fix Outlook search not working.
4. Search Folders (Classic Outlook for Windows)
Search Folders are the most powerful filtering feature in any Outlook version — and they only exist in classic Outlook for Windows. A Search Folder is a virtual folder that always shows messages matching a saved filter, no matter what folder they actually live in.
Create a Search Folder from a preset
- In classic Outlook, go to the Folder tab.
- Click New Search Folder (or press Ctrl+Shift+P).
- Choose a preset:
- Unread mail
- Mail flagged for follow-up
- Mail with attachments
- Important mail
- Mail from specific people
- Large mail
- Old mail
- If the preset asks for parameters (e.g., a sender or size), fill them in.
- Click OK.
The new Search Folder appears under Search Folders in your folder pane and updates automatically as new mail arrives.
Create a custom Search Folder
- Go to Folder > New Search Folder.
- Scroll to the bottom and select Create a custom Search Folder.
- Click Choose.
- Enter a name for the folder (e.g., “Invoices to pay”).
- Click Criteria.
- Use the three tabs to define your filter:
- Messages tab: keywords in subject/body, sender, recipient, time period.
- More Choices tab: categories, read/unread, attachments, importance, flag status, size.
- Advanced tab: filter on any field — including custom MAPI properties — with operators like contains, is exactly, doesn’t contain, on or after, etc.
- Click OK to save criteria, then OK again to create the folder.
Examples of useful custom Search Folders:
- Unread from VIPs: Messages from your manager or top clients that are unread.
- Big attachments: Messages with attachments over 10 MB (great for cleanup).
- Awaiting reply: Messages you sent that have a follow-up flag.
Note: Search Folders aren’t real folders. Deleting a message from a Search Folder deletes it from its actual location. Removing the Search Folder itself doesn’t delete any messages.
5. Filter the View in Classic Outlook for Windows
Classic Outlook also has a View Filter that’s distinct from search and Search Folders. View Filters change what’s shown in the current folder display until you remove them.
Apply a view filter
- Open the folder you want to filter.
- Go to the View tab.
- Click View Settings.
- Click Filter.
- Use the tabs to set conditions:
- Messages: text in subject/body, sender, recipient, date range.
- More Choices: categories, read status, attachments, importance, size, flags.
- Advanced: custom field filters with full operators.
- Click OK, then OK to close View Settings.
The folder now shows only messages matching the filter. A note appears at the bottom of the message list confirming a filter is active.
Remove a view filter
- Go to View > View Settings > Filter.
- Click Clear All.
- Click OK twice.
6. Filters vs. Rules: What’s the Difference?
This trips people up constantly. Here’s the distinction:
- Filters change what you see. They don’t move, mark, or modify messages — they just hide things from your current view (or surface them in a Search Folder).
- Rules change what happens to incoming or outgoing mail. They run automatically when a message arrives or is sent, and they can move it to a folder, flag it, forward it, mark it read, play a sound, or trigger many other actions.
Use filters when you want to find or focus on existing messages. Use rules when you want Outlook to act on new messages without your involvement. For full coverage of rules, see how to create rules in Outlook.
Quick Reference
| Action | Outlook on the Web | New Outlook | Classic Outlook |
|---|---|---|---|
| Quick filter (Unread, Flagged, etc.) | Filter dropdown | Filter button | View > View Settings > Filter |
| Search with operators | Yes (full KQL) | Yes (full KQL) | Yes (full KQL) |
| Save a filter for reuse | No | No | Search Folders |
| Stack multiple filters | Limited | Yes | Yes |
| Filter by custom MAPI fields | No | No | Yes (Advanced tab) |
Common Issues
My filter only shows a few messages. Outlook may be filtering only the loaded portion of the folder. Scroll down to load more, or run an explicit search instead.
Search operators aren’t working. Operators must be lowercase (from: not From:), and combine words must be uppercase (AND, OR, NOT). Wrap multi-word values in double quotes.
The filter dropdown is missing in new Outlook. Resize the message list pane to be wider — the Filter button collapses into a three-dot menu when the pane is narrow.
Search Folders are showing duplicates. Search Folders pull from every connected mailbox by default. Right-click the Search Folder, choose Customize This Search Folder, and limit the search scope to a single mailbox.
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More on Outlook: How to create rules in Outlook · How to fix Outlook search not working · How to use Quick Steps in Outlook · How to archive emails in Outlook · How to create folders in Outlook · How to create an email template in Outlook · How to schedule an email in Outlook · How to add a signature in Outlook
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