Outlook desktop client suggested searches question

D.Moore

Senior Member
Outlook version
Outlook 2016 64 bit
Email Account
Office 365 Exchange
Operating system::    windows 11
Outlook version:     Outlook classic
Email type or host:    exchange

Hi,

I would like to clear outlook desktop client suggested searches. So NOT outlook.com, NOT search suggestions, etc. but the outlook main search bar suggested searches. After loads of reading, it seems it is not possible, directly or indirectly (eg. for a registry hack), so I thought I reinstall windows and outlook to see whats happen. Shockingly even after a a fresh install it shows:
IMG_2312.jpg


@Diane Poremsky : may I ask if you know by any chance which cache file should be removed to clear this Suggested Searches ?

I even tried MS 365 admin center, but no luck:
2025-03-18 21_39_45-My Account - Settings & Privacy.png

This data must come from somewhere.

Many thanks for your time and help in advance!
 
Suggested searches are stored in the Microsoft account online. The Delete History button only clears the entries with the magnifying glass icon. And it clears them for web and all Outlook apps.

The won't clear it for IMAP accounts -
1742332284603.png


The reg keys for the search entries are here - but it should only work for non-microsoft accounts.
 
Suggested searches are stored in the Microsoft account online. The Delete History button only clears the entries with the magnifying glass icon. And it clears them for web and all Outlook apps.

The won't clear it for IMAP accounts -
View attachment 4499

The reg keys for the search entries are here - but it should only work for non-microsoft accounts.
.
Thank you for your quick reply! I am a bit confused, allow me to explain/ask further for clarification:

Background:
- My exchanged account is on Sherweb (Canadian provider) and it is a hosted exchange account.
- I can access MS 365 portal through their platform for licensing reasons, but exchange setup (mailboxes, mailbox users, aliases, shared permissions, etc) and OWA is all reached and configured within sherweb platform.
- So though my "license/domain" account is admin@************.onmicrosoft.com, my email account at sherweb admin@***.hu

Kind questions:
- Does my email account considered Microsoft account or not ?
- REG entry: I checked it, but it is empty (Also the Outlook ribbon/Search/Magnifiy button search history shows nothing), I assume, because I only have general text search suggestions not poeple/email ones:
2025-03-19 06_26_50-Outlook desktop client suggested searches question _ Outlook Forums by Sli...png

Is that a correct assumption?
- The screenshot you shared is outlook.com setting, correct? Because I tried to login at outlook.com with both with (admin@************.onmicrosoft.com and admin@***.hu) and none of them worked, so it seems I cant access that. Or should I ?

- So does it conclude, that I am unable to clear these Suggested Searches (image above) or if they are stored online, I should contact Microsoft/Sherweb and request to clear it or I missunderstood you and there is a way to clear it?
- In case I should contact Microsoft/Sherweb, may I ask what technical term at exchange 2016/2019 level I should request to do ? (as in my experience with e.g. Sherweb support, if I would ask to clear 'Suggested Searches' they would start to miss talk about it)

BIG heartfelt thank you for your time and help in advance!
 
- Does my email account considered Microsoft account or not ?
The fact that you have an onmicrosoft address for admin, indicates it's a Microsoft 365 mailbox, not hosted on their exchange servers. When you use web mail - is the url outlook.office.com or a sherweb url? If the url is office.com, it's definitely not hosted - sherweb is reselling Microsoft 365. (They used to run their own exchange servers but like a lot of companies, are moving accounts to Microsoft 365 as a reseller.)

Does this link work for you? That is where the dialog in the screenshot is from.
https://outlook.office.com/mail/options/general/export


I assume, because I only have general text search suggestions not people/email ones:
Is this in Outlook? The key for email is
Recent Mail Searches history101f0445
It is only added/updated *after* Outlook is closed. If you do a first search or delete the key and then search, the key is not added until Outlook is closed.
1742390198396.png


That would remove the text searches only in non-ms account- this is from an IMAP account - the 101f0445 value would remove 'testing' (after restarting outlook)
1742389234943.png


It won't clear search keywords in Microsoft mailboxes or the entries with contact icons. I did the testing search in my Microsoft 365 mailbox - the entry is available in both that account and in the IMAP but the key only removes the IMAP entry (which has the magnifying glass icon).

This is from my Microsoft 365 account.
1742389138478.png


1742389025031.png
 
Many thanks for your response! Trying to answer all your points:

- This: Outlook doesn't work:

2025-03-19 20_52_24-Outlook.png


- The onmicrosoft address for admin at sherweb only used to create 365 users:
2025-03-19 21_00_23-Show Organization _ Cumulus.png


- But the mail accounts indeed created in shwerweb own interface:
1742414566436.png


- After I closed outlook, the 101f0445 simply not exist, look:
2025-03-19 21_03_53-IMG_2330.jpg


May I ask if you have any other idea ?
 
According to this, the account doesn't have a mailbox - I'm assuming you tried signing in with the custom domain address that has a mailbox. If you signed in with the onmixrosoft address, the error is correct if it does not have a mailbox.

1742415411943.png



This looks like the older on-prem interface (or it could be a customized interface). But it appears they are using a hybrid setup of local Exchange and some online services.

According to their help desk files, it looks like the OWA path is webmail.example.com, where example.com is your domain name.
1742415599500.png





This is what OWA looks like in 365 (View > View Settings is how I go into the dialog to clear the search results) - older versions of OWA don't have the ribbon.
1742415808954.png


Depending on the Exchange server it could be almost as pretty or down right ugly as the two below - or somewhere in between. (The bottom sacreenshot is from a really, really old OWA - which you shouldn't have but it's the only screenshot I could find quick.)

Settings in the prettier version should be accessible from a gear icon on the far right. But it is unlikely to have the option to clear the search. (But I could be wrong - forget when they added that.)

1742416541333.png


1742416647495.png
 
Thank you again! Answering your question:

- Indeed here: Outlook I was logging in with my onmicrosoft account, as it was (bad) logic from my side, that s my normal email admin@***.hu has nothing to do with it, BUT now, i tried it with admin@***.hu too:

2025-03-20 05_38_25-Window.png


- As you can see, unfortunately, it created a brand new outlook account for it, so my admin@***.hu at Microsoft has nothing to do with admin@***.hu at Sherweb.

- I also checked Sherweb OWA interface I have access too (I also wanted to do earlier just skipped my mind, forgive me for it).
- The access url is: Outlook
- It is exchange 2016 interface running on 2019 exchange (whatever it means, I digged out from an earlier sherweb support email)
- it looks like this:
2025-03-20 05_32_38-Window.png

an the option menu looks like this:
2025-03-20 05_33_04-Window.png


But I do not find any clear/delete search history option here.

I wonder if sherweb support might could do it at side? How should i ask them in technical language? Or you may have some new idea to try ?


VERY big thank you for your time and help!!
 
ndeed here: Outlook I was logging in with my onmicrosoft account, as it was (bad) logic from my side, that s my normal email admin@***.hu has nothing to do with it, BUT now, i tried it with admin@***.hu too:
Close / Delete that account - you created a Microsoft account (consumer side). While it isn't an issue now, if sherweb ever moves accounts to Microsoft 365, it will be annoying.

exchange 2016 interface running on 2019 exchange
That is an "on-prem" server. Is the 2016 a typo? If not, they are running a mix of servers - your mail is apparently stored in exchange 2019 but the front end - aka Outlook web mail - is on the older server.


But I do not find any clear/delete search history option here.

I wonder if sherweb support might could do it at side? How should i ask them in technical language? Or you may have some new idea to try ?
The older versions don't have the option to delete it. I don't know if sherweb (why do I always want to type 'Sherwood'? :) ) would be able to delete it. I'll check in the morning - you might be able to delete it from classic Outlook using MFCMAPI.
 
Thank you! So:

- Deleting my MS account would be interesting, as I am using it for windows account, etc. LOL! May I ask whats problems will it make? Just curious.
- No, 2016 is not a typo, indeed they use mix of servers. But in theory I can request to migrate it to fully 2019, if that make sense? Is there any negative difference compared to 2019 ?

- "The older versions don't have the option to delete it. " you mean 2016 ? But 2019 would allow it ? Or you mean something else?

- BIG thank you for checking on it, can wait and hope you may find an other solution like e..g: MFCMAPI.
 
- "The older versions don't have the option to delete it. " you mean 2016 ? But 2019 would allow it ? Or you mean something else?

2016 definitely doesn't support and I'm, pretty sure 2019 doesn't. It's a fairly new option in exchange online. the on-prem servers are quite a few builds behind the online servers.

I don't think fully migrating to 2019 will make a difference - its interface is behind what is available in Microsoft 365 accounts.

I found some hidden files that might hold the values but need to test with a mailbox other than my own. I have a bunch of test accounts, but didn't have time to set them up in Outlook yet.
 
Thank you again!

Would be super awesome to solve this issue with some hidden files. Thank you for your time to check it when suits you.
 
Hi @Diane Poremsky may I ask if you bay any chance could have a look at those files for a possible solution? Or kindly tell me which ones you suspect to be good, so i could try myself? Many many thanks in advance!
 
Hi @Diane Poremsky may I ask if you bay any chance could have a look at those files for a possible solution? Or kindly tell me which ones you suspect to be good, so i could try myself? Many many thanks in advance!
No, sorry, I did not have time to test with a test mailbox (and I don't want to screw up my own mailbox. :)) I'll try and do it tomorrow.
 
No, sorry, I did not have time to test with a test mailbox (and I don't want to screw up my own mailbox. :)) I'll try and do it tomorrow.

Many many thanks! Fully understand, and looking forward to your reply.
 
No, sorry, I did not have time to test with a test mailbox (and I don't want to screw up my own mailbox. :)) I'll try and do it tomorrow.

May I ask if you could be so kind to let me know what files you may think to be a solution? Because i know you very busy as well as I dont want to cause any harm to your mailbox, but I would be very happy to try these files on my mailbox. BIG heartfelt thank you for your time and help and sorry for bothering you with this. I dont want to be impolite, but you are my only hope literally.
 
I can't test (no Exchange). And it doesn't clear your Search History, just stops asking Exchange. Any help?

How Outlook 2016 utilizes Exchange Server 2016 FAST Search | Microsoft Community Hub

HKEY_CURRENT_USER\software\policies\microsoft\office\16.0\outlook\search
DWORD: DisableServerAssistedSuggestions

HKEY_CURRENT_USER\software\microsoft\office\16.0\outlook\search
DWORD: DisableServerAssistedSuggestions

First of all, forgive my late response, somehow I did not received the reply notification.

Secondly, you are a genius! THANK YOU, it is working like charm!! You are awesome!!!

Finally, may I ask your kind help if you have similar trick/solution for:

"Recently Used Actions" and "Suggested Actions" by any chance ?

Would be VERY much appreciated.
 
Similar threads
Thread starter Title Forum Replies Date
T Where has the Copilot icon gone in my Outlook desktop client? Using Outlook 5
G Reduce whitespace in Outlook desktop Contact Cards display Using Outlook 3
G Change default font size in sticky notes - Outlook Desktop 2021 Using Outlook 2
D Outlook Desktop App Email Software Using Outlook 0
kburrows "New" Outlook Desktop App Mailbox Size Using Outlook 4
J Hotmail drafts started on desktop disappear, but show in web version of Outlook Using Outlook 4
J 'Name on the security certificate is invalid or...' - Outlook on desktop talking to hotmail.com account Using Outlook.com accounts in Outlook 6
T Why do Outlook Desktop 2021 tasks from my wife's email show up in my task pane? Using Outlook 2
P Yahoo/IMAP folder rename by Outlook desktop 365 Using Outlook 0
e_a_g_l_e_p_i Question about installing my Gmail account on my iPhone but still getting messages downloaded to my desktop Outlook. Using Outlook 3
C Outlook (desktop app for Microsoft365) restarts every time I save my VBA? Using Outlook 1
D Office 365 Outlook desktop app prompts for all account passwords on startup Using Outlook 11
C Why does Outlook (desktop) 365 for Windows keep making me input my passwords? Using Outlook 12
T Outlook 2021 Cannot open attachments Outlook DeskTop 2021 Using Outlook 0
I Outlook for Mac 2019 using on desktop and laptop IMAP on both need help with folders Using Outlook 1
T Need to backup outlook.com to cloud storage, without desktop software - Testing UpSafe. Are there any similar services? Using Outlook.com accounts in Outlook 8
M McAllister Outlook stops Sending/Receiving/Synching after disconnecting remote desktop session Using Outlook 2
P Desktop doesn't index Outlook IMAP files, laptop Outlook does index those same IMAP files Using Outlook 2
M Desktop Version Of Outlook Generating Error Using Outlook 4
B How to get ALL Internet headers in Outlook desktop? Using Outlook 1
T Copying Outlook Account Setup For Desktop App Using Outlook 5
P Sync Desktop Outlook 2013 with Outlook.com? Using Outlook.com accounts in Outlook 5
Travis Lloyd Linking Outlook 2016 Desktop To POP3 Acc't On Android Phone Using Outlook.com accounts in Outlook 2
copperberry Outlook 2013 (desktop) vs Outlook 365/Outlook 2016 Using Outlook 7
L Save message from outlook to desktop in 2013 outlook Outlook VBA and Custom Forms 1
M Outlook 2016 Desktop - Automatic Rule Processing Using Outlook 3
Travis Lloyd Will Outlook 2016 Desktop Sync-up With Outlook.com? Using Outlook 8
H Move outlook emails >90 days to shared drive (Desktop) Folder Outlook VBA and Custom Forms 5
P Desktop Outlook not sending from alternative email Using Outlook.com accounts in Outlook 6
P Sync 2013 calendar between 2 devices -Surface 2 and Desktop using Outlook.com Using Outlook.com accounts in Outlook 8
T Outlook Calendar Sync MY GOAL: see work calendar on home desktop w/o OWA Using Outlook 2
mikecox Accessing Outlook on my Win7 desktop from Win8 laptop Using Outlook 1
D Great Outlook App That Allows Contact Search from Desktop Using Outlook 0
D Android/desktop App for sending to Outlook inbox? Using Outlook 1
U How does outlook desktop work with outlook.com Using Outlook 5
makinmyway Help Using Windows Desktop Search to Index Outlook PST of another User Logon Using Outlook 14
F Google Desktop fails to index Outlook 2010 Using Outlook 3
W Outlook Desktop alert, notification, popup - turn off programattic Outlook VBA and Custom Forms 1
T Synch Outlook on Desktop and Laptop Using Outlook 3
B Outlook 2003/2007 and New Mail Desktop Alerts Outlook VBA and Custom Forms 4
S Using Outlook on both desktop and laptop for one e-mail BCM (Business Contact Manager) 2
P Outlook "forgets" password until system rebooted Using Outlook 2
N Why does Outlook keeping adding to the email address I have in my notes portion of a contact? Using Outlook 2
M Anyone integrated AI website builders with Outlook for automated client communications? Using Outlook 1
V Gmail in Outlook Using Outlook 2
P New way by Microsoft to get people to use the new Outlook Using Outlook 4
C How to keep emails in account in Outlook after closing the IMAP account Using Outlook 1
cymumtaz IMAP calendars in New Outlook Using Outlook 5
T Constantly Have To Log In To Outlook On The Web Using Outlook.com accounts in Outlook 2
T Cannot Find Outlook Noted On Android Using Outlook 4

Similar threads

Back
Top