How to see all unread emails across folders in new Outlook with Search Folders
Create Search Folders in New Outlook that show every unread or flagged email, every Action Required message, or all mail from one person across the folders you choose, in one live view.
By Nur Islam- 6:14 video
- 7 steps
Jump to a step (7)
If Outlook rules sort your mail into client, finance, project and newsletter folders, important messages sit unread until you check each folder. The Unread filter only works inside the folder you are looking at, so you end up clicking through folders one by one.
A Search Folder is a saved, live view of matching emails from the folders you pick. Nothing moves and nothing is copied. The emails stay where they are, and they drop out of the view as soon as they stop matching, for example when you read them.
Everything here is built into New Outlook. No add-ins or extra tools.
What you need
- New Outlook (Windows) with a Microsoft 365 or Outlook.com account
- Emails already organized into folders, for example by rules
- Categories applied to messages, if you want a category-based folder
Step by step
0 of 7 done-
01
See why the Unread filter is not enough
Open a folder such as
Clientsand apply the Unread filter. It only shows unread mail in that folder, not inFinanceorProjects. You would have to repeat the filter in every folder. -
02
Create an unread and flagged Search Folder
Open Settings > Mail > Search folders. If you have several accounts, pick the account. Select Add search folder and:
- Name it
All unread emails. - Type:
Mail either unread or flagged for follow-up. This shows everything unread plus anything flagged, even if already read. - Turn on the filter for specific folders. Choose Select a different folder, pick
Inboxand select Select. Repeat to add theWorkfolder. - Keep Search subfolders on so subfolders such as Clients, Finance and Projects are included.
Select Save and close settings. You can also create one from the three dots next to Search folders in the folder pane and choose Create new search folder.
- Name it
-
03
Check how the live view behaves
Open the new folder under Search folders. It lists unread mail from every folder you included. Mail in folders you left out, such as
Newsletters, does not appear. Mark a message as read and it disappears from the view, but the original email stays in its folder. -
04
Create an Action Required Search Folder
Add another search folder named
Action required. Set the type toCategorized mailand pick theAction requiredcategory. Choose Select a different folder, pickWork, and save. Messages from different folders appear together, read or unread, because they share the category. -
05
Track emails from one person
Add a search folder named after the person (the video uses
Howard A). Set the type toMail from specific people, select the person, choose theInboxfolder and save. Use this for a key client, your manager or a vendor you cannot afford to miss. -
06
Try other Search Folder types
New Outlook also offers types for important mail, mail with attachments, large mail, old mail and mail with specific words. For example, make one for messages containing
invoice,approvalorcontract, or one for every email with an attachment across your project and client folders. -
07
Add your most-used Search Folder to Favorites
Right-click the search folder you use most and select Add to Favorites. It appears at the top of the folder pane. This only adds a shortcut; the search folder stays where it is.
Tips and common problems
- Deleting a Search Folder does not delete any emails. Deleting an email from inside a Search Folder does delete the real message.
- A Search Folder only covers the folders you selected. If mail is missing, check that its folder (or its parent with Search subfolders on) is included.
- The
Mail either unread or flagged for follow-uptype keeps flagged messages in view even after you read them. Unflag them to clear the list. - Use the normal Unread filter for a quick look inside one folder, and a Search Folder for a permanent view across many.
Related Outlook videos
Questions
How do I see all unread emails in every folder in Outlook?
Create a Search Folder. In New Outlook go to Settings > Mail > Search folders, add a folder with the type Mail either unread or flagged for follow-up, and include your Inbox and other folders with Search subfolders turned on.
Do Search Folders move or copy my emails?
No. A Search Folder is a live view. The emails stay in their original folders and are not duplicated.
Does New Outlook have Search Folders?
Yes. New Outlook has Search Folders under Settings > Mail > Search folders, and you can also create one from the Search folders menu in the folder pane.
Can I make a Search Folder for one sender?
Yes. Choose the type Mail from specific people, pick the contact and select the folders to search.
