How MailQry's local Outlook indexing works
An index is a searchable representation of the email data that MailQry has read. Building it first allows later searches to query a separate local database instead of starting a complete archive scan for every query.
For classic Outlook on Windows. Not an add-in for new Outlook, Outlook on the web or Mac. Search coverage depends on accessible, indexed archives.
The first indexing pass
Choose the available Outlook archives you want to include. MailQry reads the supported message data and writes its search index to a separate local database. It does not edit, compact or repair the original PST or OST files as part of this indexing process.
The first pass has more work to do than a routine update. Duration depends on message count, archive availability, storage speed and the other work running on the computer. A search over an incomplete index should not be treated as proof that a missing email does not exist.
Incremental updates and synchronization
After the first pass, incremental synchronization updates the index for supported changes rather than treating every update as a new full build. MailQry offers scheduled synchronization and synchronization after send/receive, subject to the settings you choose.
Background work still uses CPU, disk and Outlook resources. On a busy or older computer, indexing and attachment retrieval can take longer. Parallel processing does not mean every Outlook operation can run at once or that every archive will finish in a fixed time.
What stays on the computer
The search index and email content used for search remain local. Searching or comparing a selected file does not upload the mailbox or that document to MailQry's servers. Online licensing and website payment services are separate from local email indexing.
A local index can contain sensitive correspondence. Protect the Windows account and computer, use your organization's storage and backup policies, and avoid sharing index files as if they were ordinary application settings.
Keep search coverage dependable
- Check which archives are selected before starting the first index.
- Allow the initial pass to complete before judging result coverage.
- Enable the synchronization options that match your workflow.
- After receiving new mail, confirm synchronization before searching for that new content.
- If results look outdated, check archive availability and index status before starting a complete rebuild.
The index is not a mailbox backup
Keep your original archives and appropriate backups. A search index is not a replacement for a recoverable copy of the mailbox. Opening original messages and obtaining attachment files can still require access to their source archive.
Use the index verification and optimization tools for their stated purposes. They do not convert an inaccessible OST into an independent mailbox or recover deleted source files. If an archive is damaged, investigate that separately before relying on its search coverage.
Frequently asked questions
Does every search rebuild the whole index?
No. Searches query the existing local index; synchronization is the separate operation that keeps its supported data current.
Is the index a backup of all attachments?
No. Keep the original archives and backups. The ability to retrieve an attachment depends on access to its source data.
Try MailQry with your archives
The free trial lasts 15 days and requires no credit card. Check compatibility and results with your own data before purchasing.
Related guides
- Outlook search not working? Check the scope, archive and index
- Search emails across multiple Outlook PST and OST archives
- Find the Outlook email that contains a file or attachment
- Find and save multiple Outlook attachments with MailQry
- Search Outlook email by words, sender, recipient and date
- How MailQry's local Outlook indexing works
MailQry editorial team · Updated