Getting Started with IBM Notes 9 - Part 3: The Search Box

Mat Newman  April 10 2013 15:19:27
In Part 2: Introducing the Masthead, we discussed the new Masthead feature in IBM Notes 9, and briefly touched on the Search box, which has now been moved - with the IBM Social them applied - from the Toolbar to the Masthead.

The Search box itself has a fantastic new feature which deserves it's own post, which is:

IBM Notes 9 can now simultaneously search all Mail, Including the current Users Mail database and all archives configured for that user!


The option needs to be selected manually from the search drop-down selector:

Figure 1: Choosing to search all mail and archives

IBM Notes 9.0 - Searching Mail and Archives Simultaneously

Figure 2: Search Results from both Mail and Archive databases (note the "[Archive]" reference)

IBM Notes 9.0 - Searching Mail and Archives Simultaneously - results

The speed of this new search option can be dramatically increased if all of the users Archive databases are located on the users workstation, and - of course - if those databases have been full-text-indexed for searching.

I've covered local replicas and creating full-text-indexes in previous posts.

Also introduced a few versions ago was the ability to add your own applications to the Search-scope of the search tool, this continues in IBM Notes 9.

Figure 3: Adding an application to the Search Scope

IBM Notes 9.0 - Adding a custom database to the search scope

Figure 4: Choosing a custom database once added to the search scope

IBM Notes 9.0 - Selecting a custom database from the search scope

And finally, on Windows 8, there is also a new feature that integrates with the Windows 8 search function, enabling a Notes user to instigate a Windows search from within the Notes client.

Searching Mail and Archives simultaneously - another great reason to upgrade to IBM Notes 9.



1Jen  04/11/2013 0:01:32  
Getting Started with IBM Notes 9 - Part 3: The Search Box

"Thanks for sharing" and "You are Awesome!"

2Mat Newman

04/11/2013 9:27:28  Getting Started with IBM Notes 9 - Part 3: The Search Box

@1, Jen: Thanks, and you're welcome :-)

Mat Newman IBM Champion

3Javier  05/02/2013 19:34:11  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Thanks a lot for your post.

I have 3 archives (grouped by years), all under data\archive, but when I search including archives, only the current archive file is included y search.

What can I do to search in all 3 archive databases?

Thanks in advance,


4Mat Newman

05/27/2013 9:31:18  Getting Started with IBM Notes 9 - Part 3: The Search Box

@3, Javier: Just because the databases exist doesn't mean Notes will search them. Are the additional archives listed in your Archiving preferences in the Notes Mail database? Menu: "Actions"->"Archive"->"Settings" then click on the "Criteria" tab. For Notes to be able to search the archive it must know about it, and it knows about the available Archive databases by virtue of their lising in one of the available criteria settings. HTH.

Mat Newman IBM Champion

5Shillem  05/30/2013 22:59:05  
Getting Started with IBM Notes 9 - Part 3: The Search Box

My archive is listed under my archive settings but the all mail and archives search function completely ignores it. The archive is managed through an archive server policy and the db itself is currently residing on a different server.

Could any of those "choices" be a problem for the search feature?

66 KCR  07/15/2013 13:02:45  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Hi Mat,

From the domino administration perspective is there any additional feature provided to search in all mail database resided on the server and also is there any policy settings that this new feature can be pushed to the users notes client settings.

7Chris  08/27/2013 23:39:41  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Matt, I agree that the archive has to be listed in the Criteria, but I have created a 365 days policy settings, in the Criteria box, I see the 365_settings policy with db on same server as mail file, but when I initiate a search as Shillem is describing, search all mail and archive, the engine will only search the mail db and ignore the "policied" archive. But if I create an archive setting manually and point to the exact same archive as in the policy, it will now search the archive db.

Why is it behaving differently?

8Gary Young  08/28/2013 9:03:27  
Getting Started with IBM Notes 9 - Part 3: The Search Box

When I search in Notes 9, I get an answer (say 15 results), but the list contains "all" of the entries - how do I only show the results.

9Sylvain  10/11/2013 8:42:00  
Getting Started with IBM Notes 9 - Part 3: The Search Box

I am doing what you are suggesting (selecting All Mail and Archives; top right corner) but I always have 0 results found.

My objective is to search not only the Inbox but all other Folders that I am creating (moved from Inbox to specific folders).

Microsoft Outlook automatically but I can't get Lotus 9 to do this. Can you help?

10Mat Newman

11/08/2013 14:49:57  Getting Started with IBM Notes 9 - Part 3: The Search Box

@9, Sylvain: Is your mail database and Archive Full-Text indexed?

Mat Newman IBM Champion

11Les  02/27/2014 7:13:49  
Getting Started with IBM Notes 9 - Part 3: The Search Box

I know this is late, but I see it is a known issue - archives are ignored if they were created by policy

{ Link }

12Sam Adams  10/24/2014 6:13:33  
Getting Started with IBM Notes 9 - Part 3: The Search Box

In Notes 8.5.2 FP2, I can easily search my Inbox by clicking the Search (magnifying glass) icon in the toolbar, which opens up a search window below the Action Bar.

I can quickly enter a search term and hit enter, giving me results right away. I can then expand that search from my Inbox to All Documents by selecting All Documents and clicking the Search button in the search window. The results are refreshed for my new search location.

Even better, once I'm done searching, to return to my previous view, I simply click the Search icon (magnifying glass) in the toolbar and I'm back to my unfiltered view.

Quick. Simple. Minimal mouse movements and clicks. Painless.

Enter Notes 9.

Now I have to first select Inbox in the dropdown menu to search only my Inbox, then when I want to return to my unfiltered Inbox, it seems I have to click the small "x" in the upper-right corner of the search box. I can no longer "de-select" search by clicking on it's icon in the toolbar anymore.

This is much more time-consuming than before. Any suggestions?


13Ganesh  04/07/2015 23:52:38  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Hi Mat, good tips. One of the important functions of search is to be able to sort by sender. Usually when I search I get hundreds of emails and I quickly sort by sender to narrow down to the specific email but I can't seem to do this when I use search all mail and archives function. Only way is to browse through each email which is way more time consuming. Instead I would rather try to search under individual archive folders !! Why didn't they allow us to customize the view under all search function.

14Al  05/28/2015 11:11:25  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Hey Matt,

I am finding it hard to find more detail on this search. If someone does not use Lotus Mail for themselves, however they do use a shared mail box in Notes, or another application for that matter, then does this search still work correctly? It returns different results (hardly any) compared to searching within a view.

I am finding that this confuses some of my users.



15Chas  09/23/2015 18:55:36  
Getting Started with IBM Notes 9 - Part 3: The Search Box

What is the point of the binoculars in the top right? Apart from being in the place where the mail icon should be.

Click on it and entre a word and then the menu dispapers and the box with the name sits there. Press eneter it disapperas and nothing happens. Why is there also a search on the top right as well?

The "new" lotus notes looks like a poor version of a webmail client from about 10 years ago.

Still not user friendly.

16Chas  10/14/2015 1:15:01  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Materail is a word according to notes

Can you define it?

{ Link }

misspell goods as godos that’s not changed which is Goths in Spanish?!?

godos – Spanish for Goth

Misspell minimum as minium and you could be heading off to a mine fire. Many IT guys hang around these places?

minium - Minium is the naturally occurring form of lead tetroxide

regrads is also a word apparently…….

17Chris Schaedler  06/20/2017 18:52:20  
Getting Started with IBM Notes 9 - Part 3: The Search Box

The search-function lacks from my point of view for the easy function of searching two strings together.

I tried it searching for one of my employees named "maier" there i see we had a mail-conversation about office.

If i now try to search for "maier" and "office" i'll get zero findings.

Am i doing something wrong?

In the old search-function there was also the "Search within results"-function. This is not available in the Archive-search...

Oh, by the Way: Is there a option for zooming the Notes-Window? On a Changing resolution-device i have there sometimes to small characters to read here correctly...

18Ioan Ovidiu  01/10/2019 20:53:53  
Getting Started with IBM Notes 9 - Part 3: The Search Box

Hi Mat,

I have a search issue that drives me up the wall. I really hope you get email notifications on new comments even if the topic is years old.

Here is the issue (btw i also work @IBM):

I reinstalled notes as it was constantly crashing. Not sure why. After reinstall my search feature works differently than it did before.

Every time i search for something (for example a ticket number like 2131553) the search results include emails that do not have that ticket number in the email body text or subject but rather in the attachments. This is a mess for me as I get toooons of results because the ticket numbers show in various reports so instead of getting 10 results i get more in the area of teeeeeens of results.

Any way to find fix this? Does Notes have the option to not search in email attachments?

BTW I use:

IBM Notes 9

Social Edition

Release 9.0.1FP10 SHF252

Revision 20180125.1451-T00252SHF-FP10 (Release 9.0.1FP10 SHF252)

Standard Configuration

Thank you!!!!

Mat Newman

THE Notes (formerly IBM/Lotus Notes) Guy. Productivity Guru. Evangelist. IBM Champion for IBM Collaboration Solutions, 2011/2012/2013. Former IBMer. HCLite. Views are my own.

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Mat Newman

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