Who is this article for?

Users who want to learn to filter email search results in the web app.

No elevated permissions are required.

You can filter email search results using the Filter by panel to quickly refine the data displayed in the table.

1. Clearing and refreshing filters

To clear all active filters, follow these steps:

1. Click Reset all in the header.

To view the latest email records based on your selected filters:

1. Click Refresh.

2. Filtering by saved location

You can filter saved locations by site, library, or folder using navigation-based filtering or searching within the Saved Location Selector. The initial screen groups locations by SharePoint, Teams, and OneDrive for easy browsing. Selected locations appear on the initial screen, showing only emails from those locations in the results.

You will only see sites, libraries, folders and emails that you have access to in Microsoft 365 (based on your 365 permissions).

Icon indicators:

The following icons distinguish different location types:

• Library

• Folder

3. Navigating and filtering locations

You can navigate through different levels to filter locations.

Parent and child item selection:

• Selecting a site, library, or folder automatically selects and disables all its child items
• Child items cannot be unchecked individually
• To unselect them, uncheck the original parent item, which resets all child items automatically

• Only the selected item is counted; child items are not counted separately
• A parent of a selected library or folder shows a partial state, indicating only the specific item is selected, not the parent itself

Navigation features:

• Click the breadcrumb navigation to move between levels
• If no further folders are available at the selected level, a message displays: 'No folders available at this level'

• When you hover over a selected item, a tooltip appears, allowing you to verify the exact location selected

Unselecting items:

Items are only unselected when you:

• Click Clear all in the location selector
• Use Clear all from the ellipsis menu in the Filter by panel
• Select Reset all
• Refresh the browser

Your selection remains across location sources. For instance, if you select locations in SharePoint then switch to Teams, your SharePoint selections stay active until you clear them using one of the methods above.

4. Searching within the location selector at top level

The search bar in the location selector allows you to quickly find SharePoint, Teams, and OneDrive locations.

Search behaviour:

• On the initial screen, search returns a filtered list of matching items across SharePoint, Teams, and OneDrive based on your search criteria
• When you hover over a search result, a tooltip displays, allowing you to verify the exact location

If you select location(s) from the search results and then click (x) in the search bar:

• The initial screen is displayed
• The selected location(s) from the search results remain selected
• Any previously selected items prior to the search remain selected

If no item matches the search criteria, the following message displays: 'No results found for your search'.

5. Searching within the location selector by navigation level

Search functionality varies based on your current navigation level in SharePoint, Teams, and OneDrive.

SharePoint:

Teams:

OneDrive:

Navigation history:

Each visited page is saved in order, letting you use the back button without losing context.

Example navigation flow:

1. Search at SharePoint - All sites and view results.
2. Navigate to Site A.
3. Search within Site A and view results.
4. Navigate to Library A.

Clicking back from Library A returns you to the previous screen exactly as it was, with previous search terms and results remaining unchanged.

Note: Wildcards are only allowed at the end of a search term, not at the start or middle. Spaces between special characters make the search invalid. For special characters without spaces, an exact match with all characters is required.

Important: Unsupported queries include:

• Boolean logic - "AND" and "OR" are treated as keywords, not operators. For example, "quick AND fox" searches for "quick", "AND", and "fox"
• Single-symbol queries - At least three special characters are needed. For example, "#" returns no results

6. Filtering by keywords

To filter by keywords, follow these steps:

1. Click the search bar.
2. Enter the keyword(s).

The system automatically triggers a search for the matching keyword(s).

7. Filtering by subject

To filter by subject, follow these steps:

1. Click the search bar.
2. Enter the subject.

The system automatically triggers a search for the matching subject.

8. Filtering by file name

To filter by file name:

1. Click the search bar.
2. Enter the file name.

The results table will update with saved emails matching your search.

Note: Wildcards are only allowed at the end of the search term. Special characters must be entered exactly and without spaces; otherwise, the search won't work.

Important: The filter does not support:

• Boolean logic – "AND" and "OR" are treated as literal words, not operators.
• Single-symbol queries – At least three special characters are needed for a search (e.g., "#" alone returns no results).

9. Filtering by To and Cc fields

To filter by To and Cc fields, follow these steps:

1. Enter multiple names or email addresses in the To and Cc fields.
2. Separate each entry with a semicolon (;).

The system uses an AND condition, so only messages containing all specified names or addresses will appear in the results.

10. Filtering by From field

To filter by sender, follow these steps:

1. Enter a name or email in the From field.

This displays all saved emails from that sender.

11. Filtering by attachments

The Attachments filter lets you narrow search results to records with or without file attachments.

Available options include:

• Any - View all records, regardless of whether attachments are included
• Has attachments - Show only records that contain one or more attachments
• No attachments - Show only records that contain no attachments

12. Filtering by size

The Size filter allows you to sort search results by the total size of email records.

The following options are available:

• Any - Display all email records, regardless of size
• <10MB - Display only records smaller than 1MB
• 1-10MB - Display records between 1MB and 10MB, inclusive
• 10-50MB - Display records between 10MB and 50MB, inclusive
• >50MB - Display only records larger than 50MB

13. Filtering by sent date

The Sent date filter shows the default selection based on the Sent date range set in Settings.

To filter by sent date, follow these steps:

1. Click the filter.
2. Select from the following options:
   • Anytime
   • Today
   • Past 3 Days
   • Past Week
   • Past Month
   • Past 3 Months
   • Past 6 Months
   • Past Year
   • Custom - Allows you to specify a start and end date