How to Quickly Search Inside PST Files without Outlook 2021, 2019, 2016?
Microsoft Outlook email clients are ruling the Business world and have acquired most of the email application market share. Microsoft Outlook 2021, 2019, 2016, 2013, 2010, 2007, and 2003 stores all user account data such as emails, contacts, calendars, notes, journals, and task items in a PST (UNICODE or ANSI) format. A user can easily browse and view PST files with the help of Microsoft Outlook application. Most of the time there appears a need to open a PST file without having an Outlook email client installed in the system.
Also, sometimes there might be requirements to search inside PST files without an Outlook environment. SysTools PST Viewer Pro Software helps a user to search within Outlook PST files and save the resultant emails into a portable or printable format.
Queries Related Outlook PST File Search
How to Search Inside PST Files?
How to Search Inside PST Files without Outlook?
How to Search within Outlook PST Files?
How to Search Multiple PST Files without Outlook?
How to Search Outlook Emails for Exact Phrase?
How to do Outlook Email Search by Sender?
How to Search for all Emails from One Person in Outlook 2016?
How Do I Find all Emails from One Sender in Outlook?
How to Find all Emails from One Person in Outlook 2021?
How to Search Specific Email in Outlook 2019?
How to Search Multiple PST Files at Once?
How to Search Multiple PST Files at Once in Outlook 2013?
How to Find Emails in Outlook 2019 by Date?
How Do I Search for Emails by Date in Outlook?
How to Search Email in Outlook by Name?
There is an endless list of queries related to Outlook PST file search. Amazingly, the solutions for all these users’ queries point to one, and that is the most reliable solution available. This PST file search utility makes all possible searches easy within Outlook PST files.
Why the User Needs to Search Inside PST Files without Outlook?
Sometimes, the Outlook user needs to find some particular email messages within the PST file. This process becomes difficult when Microsoft Outlook is not installed on the user system. In this scenario, PST File Search Utility helps a user to search inside PST files without Outlook installation. This software allows a user to search multiple PST files without Outlook 2019, 2016, and 2013. And it can save the resultant emails in a portable or printable format.
Using search options can help your small business get streamlined. Here are just only a couple of the tasks, you can perform using search:
- Search for a message inside PST File that is misplaced.
- Find for a series of messages from a particular sender or individual
- Search within PST files for emails with a certain subject matter
- Find for messages with a specific parameter.
- Search in a certain time period for messages sent or received.
- You can search for attachments within PST file.
Considering A Outlook User Scenario for Better Perception
“Hi, I am Kirsten Corley, I work as a Data Analyst with a reputed IT organization. On a daily basis, I am getting some Outlook 2019 and 2016 data files to filter emails and save them into PDF file format. But the problem is one PST file has around 400 emails and most of them are junk. So, my question is how do I find all emails from one sender in an Outlook PST file? Please suggest me a fast and reliable automated solution.”
How Outlook PST File Search Utility Works?
PST file search utility allows a user to easily search inside PST files without an Outlook environment and save the resultant emails in PDF file format. The software is specially designed to view and search multiple PST files without Outlook installation.
Yet completely different question is, understanding how to use “Search Feature”properly. For extensive guidance on using SysTools Outlook PST Viewer Pro & Pro+ search functionality, let’s walk through the detailed written steps below.
What are different Search Techniques to Search within PST Files ?
Advanced Search is a powerful technique provided by SysTools Viewer Pro application to find/search inside PST File containing Outlook emails for an exact phrase, from one sender, from one person, from one receiver, etc. The software search feature provides many search filters such as AND, OR, NOT to get better and specific find results.
Even, for more complex searches, you can merge the search components. Here are the components & criteria you should look for to Search within PST File:
- Search by keyword (General Search): This search mechanism helps users to search inside PST files without Outlook using matching keyword, giving accurate information.
- ;Search by Operators: OR, NOT, AND: Search Operators (called Boolean Operators) enables users to fine-tune your search result by using AND, OR, and NOT operators to extend or limit your search by combining search words.
- Search by “Add Criteria”: With this, it enables a specific entity to be looked for in documents, schedules, attachments, etc.
- Search by Saved Result: This will help you recall the words you’ve already been looking for, the variations you’ve found, and any new words you’ve encountered in search results that you want to use later in your searches.
- Search by Look For: This option enables you to search selectively within Mail, Calendar, Attachment or alltogether at once
Different Criteria’s to Search within PST Files :
1. General Search (Search by Keyword)
General Search (Search by Keyword) is a search function that helps users to search for data in PST files that fits the keyword, offering accurate results. Enter the terms that must appear in the generated results such as title, body text, etc. Two options are offered for this purpose:
Search bar: Search for a “relevant keyword” according to user criteria. Using this option, users can find selective email messages using particular text in a message.
Delete filter : To delete the unwanted filter added, click the Red Close button
PST File Search Utility provides an Advanced Search option to search a particular email from single or multiple Outlook PST files.
2. Search by Operators : OR, NOT , AND
Search Operators (called Boolean Operators) is a search function that enables users to fine-tune or tweak for any adjustments in their search result by using AND, OR, and NOT operators to extend or limit your search by combining search words. Users can search within PST File email data with the aid of logic operators by either incorporating or excluding multiple keywords in the search facts.
This software provides various search filters for a Digital Forensics Examiner like AND, OR, NOT. The examiner can easily search for all emails from one person in Outlook 2016 and later versions PST files.
OR Operator
Appearance of the searched item is not necessary. That is, if you are not aware of which word was present in the necessary email, you can add several keywords with the aid of the OR operator, and the result will include all of the keywords.
For Example: If you search inside PST Files for X or Y. This will display X or Y-related data, or both,
If you Search for From field as “From Alexandre” OR To field as “To Adriana”. This will display the result either with “Alexandre” or “Adriana”, or both as shown below:
AND Operator
AND: This operator is used when the result must contain the keywords searched for. You can sort the search result, which includes emails containing all the keywords searched.
For Example: If you’re looking for X and Y. This will only return findings that have both the keywords searched for, both X and Y.
If you Search for “From : Alexandre” AND “To : Adriana”. This will display the result with both “Alexandre” and “Adriana” , as shown below
NOT Operator
This operator is programmed to exempt a term or expression containing the keywords searched from emails. That is, the user can filter out the emails that do not include such words using the NOT operator.
For Example if you’re searching in PST Files for X & exclude Y, it helps to search with value X & remove Y from the results.
Like in the below screenshot, you need to search within PST File for emails with From field as “From Alexandre” & To field must not be “Adrianne ”, so here you can give search query like: “From Alexandre” NOT “To: Adrianne ”the result is showing the email that contains only the “Alexandre” in From field but not Adrianne in To field
3. Search by Add Criteria & Filter Option
The search results can be easily accessed by any user by using the “Add Criteria” function. This helps a particular object to be searched in PST Files without Outlook, according to fields available in emails, calendars, & attachments. To add more filters, click on Add Criteria.
Search by Mail Criteria
A user can easily add filters such as To, CC, BCC, Subject, Body, Received Date, Sender Name, Sent Date to find all emails from one person in Outlook PST files.
- Searching for emails from a known Sender :
All messages from a single sender can be found using this Criteria. To do this, in the search field, select Add Criteria > Mail > Choose ‘From:’ preceded by the name of the sender. For starters, if you intend to check for all emails received by Adrianne, type ‘Andrianne.’ in From Field. - Searching for emails sent to an individual:
Any emails sent to a single individual can also be scanned for. This time, you can use the ‘To:’ criterion, proceeded by the name of the receiver. Say you’d like to check all the emails you’ve sent to Adrianne. ; type ‘ Andrianne’ in the To field while searching. - Look for an email with a relevant Subject :
Using the ‘Subject:’ criterion while searching for an email involving a particular subject. So, you should type ‘Hello World’ in the “Subject” search field if you want to find a message in PST Files containing ‘Hello World’ as the subject. - Other Search Operators :
Using the ‘Subject:’ criterion while searching for an email involving a particular subject. You can further customize your search by entering the necessary data in the fields and selecting the appropriate choices. There are more specialized operators, aside from these simple search operators, that you can use to make the search more precise results. Click the “Add Criteria “arrow on the right side of the search box to reach further search operators such as To, Cc, Bcc, Topic, Body, Received Date, Sender Name, Sent Date, Modification Date, MD5, From, Message Header.
Search by Calendar Criteria
You can search in PST Files from the calendar mailbox item using unique calendar entries such as Subject, Body, Start, End, Importance, and Location.If users want to search for data from the calendar mailbox item and know the received date or sender’s name. Then, he/she can add the criteria, as shown in the below image
Search by Attachment Criteria
If you want to search within PST File for an attachment with a specific extension you can use Search by Attachment Extension & Attachment Name. For Example: It will enable you to search attachments with extension like: jpg,.pdf etc & Attachments name: image.jpg.
You can also view attachment details during search with Multiple Previews like
- Attachment Properties: This helps Enables you to view attachment details like creation time, modification time , Name, Size(KB)
- Attachment: It enables you to preview Attachment
- Hex: displays attachment details in hexadecimal form
- Normal Mail View: Show Attachment embedded within original email
4. Search by Saved Result
This search will help you recall the words you’ve already been looking for, the variations you’ve found, and any new words you’ve encountered in search results that you want to use later in your searches.
Open Saved Search results– This button helps you to access the saved search for later usage that you have already completed & saved.
Save Search Result- This will help you recall the words you’ve been looking for, the variations you’ve found, and any new words you’ve encountered in search results that you’ve like to use later in your searches. It also allows the search results to be stored with the name.
Clear Search Result- This option is used to clear all the search results that you are currently searching
Auto Preview: This option allows switching between Preview Mode and Regular Mode, as seen below.
5. Search by Look For
This Button enables you to Search selectively within PST File Mail, Calendar, Attachment, or alltogether at once
- Search within Mail: Check this option to search specifically in PST File Emails only.
- Search within Attachment: Select the option if it is required to search within attachments.
- Search within Calendar: This option enables to search data from Calendar data item.
- Search within ALL at once : For this you can click beside every option to “search by keyword” within all at once.
After finding all the emails for a particular search keyword, the user can easily export the resultant emails into PDF file format. This option helps a user to search inside PST files without Outlook installation and allows them to save as a portable or printable format.
The PST File Search Utility allows the user to search Outlook emails for exact phrase and the tool will highlight all the specific emails with that search phrase (in the preview panel).
Search Reference Table to Search within PST File
You can search in a number of ways using this Search Bar. Find the different techniques in the search type chart given below:
| Search Type | How to Search | Example | Result |
| Search by Keyword | Enter Keyword to find the desired data in PST File | • “Adriana” • To : “Adriana” • From : “Adriana” • Other Mail Criteria |
• Finds Adriana throughout emails • Find Adriana in To field • Find Adriana in From field • Other Mail Criteria |
| Search by Operator | Search using OR, AND , NOT operator | • OR Operator Search query like : “From: Alexandre” OR “To: Adriana” • AND Operator Search query like : “From : Alexandre” AND “To : Adriana”. • NOT Operator Search query like : “From : Alexandre” NOT “To : Adrianne ” |
• OR Operator This will display result with “Alexandre” in From field or “Adriana” in To field, or both •AND Operator This will display result with both “Alexandre” in From field and “Adriana” in To field •NOT Operator The result will show the email that contains only the “Alexandre” in From field but not Adrianne |
| Search by Criteria/ Look For | Search using Criteria : Mail , Calendar & Attachment | •Mail Search Criterion : To, Cc, Bcc, Topic, Body, Received Date, Sender Name, Sent Date, Modification Date, MD5, From, Message Header. •Calendar Search Criterion Search by calendar entries such as Subject, Body, Start, End, Importance, Location •Attachment Search Criterion Search by Attachment Extension & Attachment Name. search query like : “From : Alexandre” NOT “To : Adrianne ” |
• Mail Search Criterion : Search emails by sender, receiver, carbon copy (Cc), Blinded Carbon copy (BCc) subject name, Body, Received Date, Sender Name, Sent Date, Modification Date, MD5, From, Message Header. •Calendar Search Criterion Search calendar entries such as Subject, Body, Start, End, Importance, Location •Attachment Search Criterion Search attachments with extension like : jpg,.pdf etc & Attachments name : image.jpg. |
Time to Conclude
Microsoft Outlook 2021, 2019, 2016, 2013 is used in various organizations for emailing and as a user account data management purpose. Sometimes, an Outlook user needs to find a particular phrase in the PST file, and then save those resultant emails in PDF file format. In such cases, the user can opt for the PST File Search Utility to find all emails from Outlook PST files. This application helps a user to search inside PST files without Outlook installation on systems. Share your feedback or any other concern to make our technical solution better!
