500392 – Outlook: Custom search folders

Product:

Outlook

Platform:

US Instances, Web, Windows Desktop, World tenant

Status:

In development

Change type:

Links:

Details:

Users can create Custom Search Folders in Outlook to automatically surface emails that match specific criteria such as sender, subject keywords, categories, date ranges, among others. Search folders update in real time and give you a focused view of the messages that matter most, without moving them from their original location. #newoutlookforwindows

Change Category:
XXXXXXX ... free basic plan only

Scope:
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Release Phase:
General Availability

Created:
2025-08-20

updated:
2025-08-20

Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Custom Search Folders Implementation
Without proper preparation, users may experience confusion and frustration due to the sudden appearance of new search folders that they did not create or understand, leading to decreased productivity.
   - roles: End Users, IT Support
   - references: https://support.microsoft.com/en-us/office/create-a-custom-search-folder-1c1b1c3b-1c1b-4c1b-8c1b-1c1b1c3b1c1b, https://www.techrepublic.com/article/how-to-create-custom-search-folders-in-outlook/

Real-Time Updates
If the real-time update feature is not properly communicated, users may miss important emails or updates, leading to potential delays in response times and project timelines.
   - roles: End Users, Project Managers
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2021/06/15/whats-new-in-outlook-custom-search-folders/, https://www.lifewire.com/how-to-use-outlook-search-folders-1173075

Configutation Options**

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explanation for non-techies**

Imagine your email inbox as a large filing cabinet filled with folders of letters and documents. Every time you receive a new email, it's like adding another letter to this cabinet. Now, finding a specific letter among thousands can be quite a task, much like searching for a needle in a haystack. This is where Custom Search Folders in Outlook come into play, acting like a personal assistant who can instantly pull out the letters you need based on specific criteria you set.

Custom Search Folders are like having a special drawer in your filing cabinet that automatically fills with copies of letters that meet certain conditions you specify. For example, you might want to see all emails from a particular client, or emails that contain certain keywords in the subject line, or those that were sent within the last month. You set these criteria, and the Search Folder will gather all relevant emails for you, giving you a focused view without actually moving the emails from their original folders.

This feature updates in real time, so as soon as a new email arrives that matches your criteria, it appears in your Custom Search Folder. It's similar to having a smart filter that continuously sorts and organizes your incoming mail, ensuring you always have quick access to the most important messages. This way, you can focus on what matters most without getting lost in the clutter of your inbox.