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Who sees what, and limits

Which results each member of a workspace sees in search, and where search stops looking for each kind of mailbox, calendar and drive.

Every member of a workspace can use search, whatever their role. Search shows only what you could already see in the workspace:

  • Mailboxes, calendars and drives marked Private by someone else do not show, unless you are an owner or admin. See Roles and permissions.
  • Drive folders and calendars that the workspace hides stay hidden in search too.
  • Chats are only your own Workspace AI conversations.
  • Connections are only your own connected accounts that this workspace uses.
  • Pending invites show only to owners and admins.

Actions in search follow the same rules as everywhere else. For example, only the owner sees Make admin, and only owners and admins see Detach from this workspace.

How many results you get

  • Mail and Files show a first set of results and Load more for the rest.
  • Every other group except Commands, Settings and Workspaces shows at most 8 results, or 16 for Calendars. Add words or filters to find one that is not shown.
  • If you search a great many times in a short while, search asks you to wait: Some places could not be searched then shows “Too many searches. Please wait a moment.” Wait a moment, then search again.

Events

  • Search looks at events from one year ago to one year ahead, unless you use after:, before: or on:.
  • Search looks at up to 250 events in each calendar (in each account, for CalDAV) before it applies the rest of your filters. On a busy calendar, add after: and before: to find older or later events.
  • On CalDAV calendars, the first word of your search matches only the title and description.
  • On Zoho calendars, the first word of your search matches the title, description and location.

Mail

  • Mailboxes connected over IMAP return the newest matches from Inbox, Archive and Sent, or from the one folder you name with mail-folder:. There is no Load more for them.
  • Cloudflare Email and Resend mailboxes search for one word at a time.
  • Outlook and Zoho mailboxes filter by folder reliably only when mail-folder: stands on its own in the search, and not inside OR, NOT or parentheses.
  • Read later and muted results show the subject and sender as they were when you marked them.

Files

  • S3, WebDAV, FTP, FTPS, SFTP and OneDrive drives need at least one word in the search, such as part of a file name. A search with only filters, such as type:file kind:pdf, finds nothing on them.
  • Google Drive also finds files with only kind: or date filters.
  • drive-folder: matches the name of the folder a file is in, not a path such as Projects/2026.

Subscriptions

  • Subscriptions can be searched only a few times every few minutes. Each time, search reads the newest 50 messages in each inbox.
  • If Some places could not be searched lists subscription, wait a few minutes, then search again.

Chats and workflow runs

  • Search reads the message text of your 40 most recent chats. Older chats are found by their title only.
  • Search looks at the 50 most recent workflow runs.

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