Outlook For Mac Turn Off Smart Folders

08.01.2021

Outlook For Mac Turn Off Smart Folders

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OSX Finder Search Criteria to Remove Outlook Items from Smart Folders

Feb 21, 2018 6. If your folders are still not showing, please go to the View menu and select Show Mailboxes. What’s more, if these folders are under On My Computer, they could be hidden. To show the On My Computer folders in the navigation pane, on the Outlook menu, please click Preferences. You could create a Smart Folder for each of your categories to accomplish this. In the search bar, search for 'category:yourcategoryname' and hit enter. The Search tab in the Ribbon will appear. There, you can select 'Save', which will save your search as a Smart Folder.

Open up a smart folder or add search criteria to a Finder Search
Press the option/alt key and press the '..' button
Change the option grouping to 'NONE'
Add the necessary filter criteria to exclude the right file types
Save

Here are the parameters for the NONE section:

File extension is olk14MsgSource
File extension is olk14MsgAttach
File extension is olk14MsgFolder
File extension is olk14ExSyncMap
Kind is Other: olk14_message (actual email messages)
Kind is Other: olk14_event (actual calendar events)

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Once you add these filters to your smart folder's search criteria, you can once again enjoy 'normal' searches and escape all of the clutter. Enjoy.

Why is This Even a Post I'd Write? What's Wrong with Outlook & Finder on Mac?

I am a recent convert from Windows to Mac. Overall, the transition has been fairly easy. I absolutely love the immediacy of powering on as well as waking up from sleep mode. It's pretty close to instantaneous, which is something that Windows, although getting better, has never been able to do for me. I also love the serious battery life I get from this powerful machine.
That being said, there are a few annoyances that I still face. I missed window snapping from Windows but I found a great $1.99 app called BetterSnapTool, which is the best $1.99 I've spent in a long time.
Another problem I've had is with Finder and the smart folders. It is pretty amazing how bad Finder is when you consider how advanced Apple is in so much of its software design. Anyway, at work we are an Exchange/Outlook shop and haven't embraced Google Apps. That was a difficult adjustment to go back to Outlook from Gmail/GCal, but it's doable.
My main complaint though is that since Microsoft uses the Spotlight search engine in OSX to power its Outlook search, all (AND I MEAN ALL) files that are modified and created by Outlook appear in finder search results. I like using 'recent' smart folders that will show either files or folders that I've recently opened or modified.
Unfortunately, there are hundreds, Mac

if not thousands, of small emails and files that are constantly being opened and modified by the system when Outlook is running. So, if you click on the recent files folder, you end up seeing a sea of email messages and temp attachment files instead of the actual documents, images, etc. that you were recently working with.
After multiple searches I couldn't really find an easy way to exclude those types of files from appearing in the finder search. I eventually stumbled onto this post with advanced finder tips. In there, I saw a tip that if you press the alt/option key you can create an option group to change the search criteria from AND, OR, & NONE. These groups can be combined and with that I knew what to do. (BTW, this is anything but intuitive.. so much for Apple always being so easy to use).
By having that NONE option, I was able to add the right criteria to remove all Outlook items from my search folders.
Here it is again so you don't need to scroll up if you haven't already added this to your finder's search criteria.
Here are the parameters for the NONE section:

File extension is olk14MsgSource
File extension is olk14MsgAttach
File extension is olk14MsgFolder
File extension is olk14ExSyncMap
Kind is Other: olk14_message (actual email messages)
Kind is Other: olk14_event (actual calendar events)