email indexing software

Why Email Indexing Software is a Game-Changer for Your Inbox 

In today’s business world, we conduct almost everything through email. Work assignments, file sharing, account management; it’s all somewhere deep in the archived stacks of your emails. When you need to find a specific email — or a file within an email — the search is rarely easy. Perhaps you’ve received too many emails from the sender, or you can’t quite remember the title of the email chain.  

It is all too common to find yourself alternating between email search results that are hundreds of emails long or a search that comes up with nothing at all. This is because the search feature built into most email systems, from Gmail to Outlook, are unsophisticated and don’t have the advanced search that such a large archive of information requires. 

When you’re talking about years — perhaps decades — of emails to sort through, you need an advanced indexing search to carefully sift between the minute details of the email contents or files you’re looking for. 

What is Email Indexing? 

Email indexing is the process of building a complex and responsive search system that includes every aspect of your emails — not just the sender or the date but also the contents of your emails, the types of files attached to them, and how these pieces of information work together. You should be able to narrow your search with multiple search parameters, not widen it.  

Email indexing makes this possible with a more comprehensive search structure. When your emails are properly indexed, it will be much easier to find the emails, folders, and files you need based on any details you remember about what you are looking for. 

Search for Any Fragment of Email Information 

The great thing about email indexing is that you can search for any fragment of information that you remember about the email you need. You should be able to search with a range of dates, or for specific words and phrases you remember in the email content. You can search by the type of file or just pieces of the file name. 

With advanced search features combined with email indexing, it becomes possible to narrow down your email search to find exactly the emails and files you are looking for. This is a great relief for anyone who has ever searched for an email with only a partial memory of what they should be searching for. 

Why Some Email Indexing Doesn’t Seem to Work 

You are certain that the email you need contains the word “resourceful”, and that few other emails will have this word. You know it has a PDF attached, and you need that PDF. But when you search for the keyword “resourceful” plus a PDF file, nothing comes up. This can be especially confusing using platforms like Outlook, which claims to have email indexing and advanced search. 

This is because Outlook, among others, sometimes suffers from corrupted index file. If the index file that contains the email you need is damaged, then the email won’t appear in searches, even when you know exactly what you are looking for. 

Advancing Your Email Management with Copernic Desktop Search 

Copernic is an advanced index-based search program that is capable of integrating with your Outlook email. Copernic Desktop Search has everything you need to take control of your emails and finally find everything your looking for in a matter of seconds. What Copernic does is index all of your emails rapidly and efficiently, identifying the titles, contacts, dates, text content, and attached files, which are all added to the highly detailed index. Copernic can then rapidly search through the index to identify the emails and files you need based on an intuitive and detailed analysis of your search parameters. 

Copernic Desktop Search can access locally stored and online emails as well as local and cloud file storage, giving you full and comprehensive access to easily search your own files. Copernic Desktop Search is a faster solution to finding what you are looking for.  

Advanced Multi-Point Search 

When looking for a file, you can set a date range, who it was from or to, the folder it might be in and the files that might be inside of it. You can also broaden your search and Copernic will search other folders and adjacent date ranges quickly until you find the emails and files you need. 

Fragment Data Matching 

You don’t need to remember the email’s entire title, contents, or contacts. Fragment data matching is part of what email indexed searches do best. This means that if you don’t have a complete memory of what you need, you can still find your missing email without spending hours combing through long lists of general matches. 

Saved and Repeatable Searches 

Often, an important email will need to be found more than once. With Copernic, you can save your searches, then come back and try the exact same search again. This can make it easier to identify a group of emails that you may constantly need to reference, to double-check the file you pulled from a previous email search or pull up an email you searched for months ago with saved search parameters. 

Double-Check Your Local Files 

If you are desperately looking for a file that you thought was in your email, Copernic can check your local files, too. This makes it possible to check both locally saved emails and your local archives, just in case the file was not attached to an email after all. In fact, Copernic Desktop and Cloud Search can even check your cloud storage so you’re sure to find that file no matter where it wound up. 

Index Your Email Search with Copernic 

If you are tired of losing emails and attached files and done with inefficient email search features, Copernic Desktop Search is here to help. With Copernic Desktop Search, you can find what you need quickly and efficiently using whatever information you remember of the email or file. Copernic is sure to find it. Try it out for yourself with our 30-day Copernic free trial