Fix Outlook Not Showing All Emails with Easy Methods

  

Mark Regan
Published: October 7th, 2025 • 9 Min Read

Is Outlook not showing all emails when you search? Whether you are using Outlook on your desktop or mobile device, this guide will help you to quickly fix the issue. In this troubleshooting tutorial, we have we will guide you through the top 8 solutions despite your expertise, i.e., whether you are a technical or non-technical user. Common reasons for the problem that users cannot see all emails in Outlook are:

• Incomplete Indexing.
• Corrupt Outlook Views.
• Filter Settings.
• Sync Issues and IMAP folder visibility.
• Overloaded Inbox

Manual Methods to Fix “Outlook messages not showing in inbox”

When users face challenges like Outlook mail not showing in inbox but can be found when searching, the foremost instinct users tend to have is to fix such issues within Outlook itself. Microsoft Outlook does offer numerous repair and settings utilities that solve problems often.

Fix 1: Rebuild the Outlook Search Index

The Outlook search index might be incomplete which may be causing Outlook inbox not showing all emails. Follow the below-provided steps to rebuild the Outlook search index and get rid of your problem.

1. First, Open Outlook >> go to File tab >> Options.
   
2. Now, click on the Search option >> Advanced >> Rebuild.
3. Finally, click Ok from the pop-up and wait for the Outlook search index rebuild process to complete.

Fix 2: Clear Outlook Search Cache

Outlook search cache sometimes might create the issue of Outlook not showing all emails when searching. Clearing outdated or corrupted search cache might resolve the problem. To do so please go through the below provided steps.

1. Firstly, press Win + R to launch the run.
2. Next, type %localappdata% and press enter.
3. Now, navigate to Microsoft >> Outlook >> RoamCache.
4. Finally, delete all the Outlook search cache.

Fix 3: Update Microsoft Outlook

Verify that you are using the latest updated version of the Outlook email client. Since older versions may have bugs that may cause the problem users can’t see all emails in Outlook. To do so, please go with the below described steps.

1. Launch the Outlook desktop app & click the File tab.
2. Now, choose the Office Account option.
   
3. Finally, choose Update Options > Update Now.
   

Fix 4: Use Advanced Search Filters

If you cannot find any specific emails in Outlook using search. You may try the advanced search filters to see specific emails in your Outlook inbox. However, verify that you are not overlooking any specific email. Some of the advanced search filters in Outlook to view emails in inbox are:

1. First, open Outlook and go to the search box option.
2. Now click on the drop menu to advanced search settings.
3. Next, use Filter as per your requirement based on From, To, etc.
4. Finally, press the search button to see specific Outlook emails in your Inbox.

Fix 5: Reset Outlook Views Back to Default

Wrongly configured custom or corrupt views might cause the issue of Outlook not showing all emails. To fix this issue, it is recommended to reset Outlook views back to default.

1. Open the Outlook tab and choose the View tab from the ribbon.
2. Next, click on the View Settings option.
3. Finally, choose the option Reset Current View and tap OK.

Step 6: Subscribe to All IMAP Folders

If you are handling an IMAP account in Outlook. Then, you must subscribe to all IMAP folders. Otherwise, you may get the issue of Outlook not showing all emails when searching. To subscribe to all IMAP folders, use the below-described steps.

1. To start, run the Outlook app on your PC.
2. Next, right-click on the configured IMAP account from the folder panel.
3. After that, choose the option IMAP Folders and click on the Query button.
4. Thereafter, enable the folders that you need to subscribe to overcome the issue.
5. Finally, click on Ok and check if your Outlook is now displaying all emails.

Fix 7: Fix Overloaded Inbox Issues

There is a high chance that your Outlook inbox is highly overloaded due to which several times users are unable to see all emails in Outlook. In such situations, backing up Outlook email using an appropriate solution like  PST converter for Outlook is recommended. Secondly, if you are an admin-level user it is suggested to use a specific utility like BitRecover Outlook Duplicate Remover to remove duplicate emails from Outlook inbox.

Fix 8: Fix Issues with Outlook PST File

Issues with Outlook data files might also create problems for users when Outlook does not show all emails. To handle such type of issues Outlook provides an inbuilt tool known as scanpst.exe. You need to locate scanPST for your Outlook version and run the tool. However, this inbuilt wizard will fix minor issues only. To fix more advanced level issues for Outlook data files.

Drawbacks of Manual Methods

• Traditional methods do not work successfully in cases of severe corruption, unordered, or damaged structure of the PST file, which leaves Outlook not showing all emails challenge remains unresolved.
• The native repair tool, i.e., ScanPST.exe, may crash, damage, hang, or even corrupt oversized or large PST files, leaving crucial data lost or irretrievable.
• Provides no reliable solution to recover emails that were permanently deleted because of corruption of files, or lost after the failure of the built-in repair feature.
• Does not support the rectification of erroneous PST files simultaneously, making it a largely time-consuming process for users to repeat the process individually.
• Recognizing and modifying complex PST files according to filtering criteria, settings, and file paths can be challenging for users without a technical background.
• Users consisting of heavy and large mailboxes tend to face repeated issues of Outlook not showing all emails despite traditional adjustments.

Automated Steps to Fix “Outlook Email Not Showing in Inbox”

1. Install and open PST Repair on your device
2. Choose “Select Files or Folders”

3. Select the files you wish to recover or repair

4. Choose your preferred “saving format” from the given list

5. Choose “Destination Path” and “File Naming Option”

6. Hit “Repair” and start the process

Features of the Advanced Automated Tool

• Handles Corruption: The tool is perfectly capable of repairing complicated and deeply damaged Outlook files that are entirely inaccessible by Outlook, giving the perfect solution when the ScanPST.exe fails to solve the problem.
• Recover Deleted Files: Users can easily recover their important PST files, emails, contacts, calendar, and other items that were accidentally deleted, corrupted, or damaged without any hassle.
• Data Integrity: The robust software utility ensures to preserve and protect all email and file properties like email attachments, folder hierarchy, metadata like To, Cc, Bcc, From, Time, Date, etc. making sure the user’s recovered data information is exactly like the original ones.
• User-Friendly Interface: Another feature users can take advantage of is its intuitive and user-friendly interface that is perfectly suitable for both technical and non-technical users to perform the recovery or repair process safely and securely.
• Split PST Files: The tool comes with an advanced feature to bifurcate PST files that lets users divide files into 2 GB, 5 GB, 10 GB, 20 GB, and 50 GB accordingly, making the whole splitting process simple and secure.

To Conclude

The difficulty where Outlook not showing all emails continues after all the troubleshooting processes, the PST repair software offers a modern approach that helps recover and repair corrupted or damaged PST files and ensures a complete user mailbox restoration. Whether the user is facing difficulty Outlook app not showing all emails or wondering why they can’t see all emails in Outlook. This utility offers a secure and ideal solution to do so.

To wrap up the above troubleshooting guide on the topic of Outlook not showing all emails when searching with tested solutions. However, if you still do not see all emails in Outlook. Then, there is the possibility that you are fighting a server-side issue. To fix this, try contacting the server admin for your account’s service provider.