---
title: Who sees what, and limits
description: Which results each member of a workspace sees in search, and where search stops looking for each kind of mailbox, calendar and drive.
---

## Who can use search

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](/guide/reference/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.