How to Search Inside a Message in Outlook

Can't find a specific word or phrase in a message? Here's what to do

What to Know

  • Outlook 2019, 2016, 2013: In a message, go to the Format Text or Message tab. Select Find. Enter the search text next to Find What.
  • Outlook 2010, 2007, 2003: Open a message. Press F4 or Find. (Outlook 2003 use Edit > Find.) Select search options and choose Find Next.

This article explains how to search inside a message in Outlook. Instructions are supplied for Outlook 2019 through Outlook 2013. Additional information is given for highlighting all instances of a term in a message.

Search Within a Message in Outlook

If you show email messages as a conversation in Outlook, the thread can become long. If you paste content into new messages, this text may need to be revised or formatted. When you want to find specific text in a message, use the Outlook Find and Replace tools to highlight the text inside the message.

For Outlook 2019, 2016, and 2013

To find specific text inside an email in Outlook 2019, 2016, and 2013:

  1. Double-click a message, create a new message, reply to a message, or forward a message.

  2. In the message window, go to either the Format Text tab or the Message tab.

  3. In the Editing group, select Find.

    Selecting Find within an email to search text.
  4. In the Find and Replace dialog box, place the cursor in the Find what text box and enter the word or phrase you want to find.

    Entering in search criteria to look through an email in Outlook.
  5. Select Find Next to locate the first instance of the word or phrase.

    Searching through the main document in an Outlook email.

    To find and highlight all the instances of the word or phrase at one time, select Find In > Main Document.

  6. Select Find Next to move to each subsequent instance of the word or phrase.

  7. Select Cancel when you're finished.

For Outlook 2010, 2007 and 2003

To find specific text inside an email in Outlook 2010 and 2007:

  1. Double-click the message to open it in its own window.

    You cannot search inside a message that displays in the Outlook preview pane.

  2. Press F4 or click Find in the message's toolbar (the Message ribbon must be active and expanded). In Outlook 2003, select Edit > Find from the menu.

  3. Select your search options.

  4. Click Find Next to find all occurrences of your search terms in the message.

    To use the Edit > Find Next menu item in Outlook 2003, keep the Search dialog box open.

  5. Close the Find dialog box when you're finished.

Find and Highlight Text on the Screen

To visually scan for every occurrence of a word or phrase in an email, instruct Outlook to highlight every instance of a specific word or phrase. Although the word or phrase is highlighted throughout the email, the highlighting doesn't show when the document is printed.

Here's how to show highlighted text in a message:

  1. Open the message in a separate window.

  2. Go to either the Format Text tab or the Message tab.

  3. In the Editing group, select Find.

  4. In the Find and Replace dialog box, place the cursor in the Find what text box and enter the word or phrase you want to highlight.

  5. Select Reading Highlight > Highlight All to highlight all instances of the word or phrase.

    Turing on highlights for the find text command in Outlook.
  6. The text remains highlighted (even after the Find and Replace dialog box is closed) until you turn off highlighting.

    Clearing all the highlights from a find in an Outlook email.
  7. To turn off the highlighting, select Reading Highlight > Clear Highlighting.

  8. Select Close to close the Find and Replace dialog box.

FAQ
  • How do I recall a message in Outlook?

    To recall an email in Outlook, go to the Sent Items folder and double-click the message. Go to the Message tab, select the Actions drop-down, choose Recall This Message, then select Delete Unread Copies of This Message.

  • How do I set an away message in Outlook?

    To set an automatic reply in Outlook for an out-of-office message, select New Email, create an away message, select File > Save as > Outlook Template. Next, create a rule: Go to File > Info > Manage Rules & Alerts > Email Rules > New Rule > Apply rule on messages I receive.

  • How do I encrypt a message in Outlook?

    To password-protect and encrypt messages in Outlook, go to File > Properties > Security Settings and select Encrypt message contents and attachments.

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