Search for a specific folder in a shared mailbox in Classic Outlook

VH 0 Reputation points
2026-11-04T13:43:55.24+00:00

I use a shared mailbox which has a lot of subfolders. Inside some of the subfolders are other subfolders - there is also a huge amount of these too. I want to be able to find a specific subfolder quickly, without having to do a manual search.

We have a process for dealing with emails in these subfolders, for example:

Step 1: Email arrives, then a subfolder is created for it. All emails relating to the original email are stored in that folder.

Step 2: Once the enquiry email has been dealt with, the whole subfolder is moved to another subfolder for processing.

Step 3: Once it has been processed, the subfolder is moved to another subfolder for completion.

Step 4: Once completed, it is moved to the final subfolder

I need to find a way to find a specific folder (not a specific email), no matter what step in the process it is at.

Hoping someone can help.

Outlook | Windows | Classic Outlook for Windows | For business
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  1. Hornblower409 18,685 Reputation points
    2026-11-05T03:49:39.37+00:00

    @VH said

    I need to find a way to find a specific folder (not a specific email),

    As has already bee stated, standard Classic Outlook has no way to do a "Folder Search".

    But if your IT allows you to run Outlook VBA Macros, and the Shared Folders are visible in your Outlook Folders Navigation pane, there is a VBA solution that has been around for a long time.

    [External Non-Microsoft Site] This is a non-Microsoft website. Microsoft does not guarantee the accuracy or reliability of information provided by third-party sites. Use any scripts or code from third-party sources at your own discretion.
    https://forums.slipstick.com/threads/98588-search-and-find-email-by-folder-name/post-359628

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  2. Hin Vo 1,745 Reputation points Independent Advisor
    2026-11-04T14:22:08.91+00:00

    Hi @VH

    Just to confirm, may I know whether you're looking for a way to locate a folder by its name within the entire shared mailbox hierarchy and identify where it currently resides after being moved between different processing stages?

    If so, unfortunately, as far as I know, Outlook Search is primarily designed to locate mailbox items such as emails, contacts, calendar entries, and tasks. There is currently no built-in feature in either Classic Outlook or New Outlook that can search the entire shared mailbox folder hierarchy and return the location of a folder based solely on its name. You may refer to the following article for more information: How to search in Outlook

    As a result, if a folder has been moved between multiple parent folders during your workflow, Outlook may not provide a native search capability to quickly determine its current location.

    If you believe this functionality would benefit your organization's workflow, and potentially help other users facing the same challenge, you may consider submitting feedback directly through the following portal: Outlook Feedback Portal. This allows the Outlook product team to better understand customer requirements and consider the feature for future development.

    If you submit feedback, please feel free to share the feedback link here. Other community members experiencing the same issue can vote for it to increase its visibility, and I would be happy to upvote it as well.

    I hope this helps address your concerns. If I've misunderstood your requirement, please feel free to correct me. If you have any additional questions or concerns, please don't hesitate to reply. I'd be more than happy to assist further.

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