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Search for data

Once you create a matter, use Vault to search for:

Things to know before you search

What types of attachments are indexed?

Compatible text-based attachment file types (for example, files with .pdf, .xslx, and .docx extensions) are indexed for search.

What types of content are not processed for indexing?

Video, audio, image, and binary content are not processed for indexing.

Do search results that are displayed in Vault contain only the first megabyte of data?

No. Although approximately the first megabyte is indexed and searched, if there's a match, the whole email and any attachments are displayed in Vault.

Can I search Team Drives?

Yes, when you search for files in Drive, you have two options:

  • When you're searching for files belonging to users or organizational units, you can check a box to include results from their associated Team Drives in your search.
  • You can use Vault to find specific Team Drives that you can then search for files. 
How does Vault handle time zones?

Dates are assumed to be UTC, however, Vault searches one additional day before the start of your date range to account for different time zones.

Search for mail and chat messages

  1. Click a matter name.
  2. Click Search in the left pane.
  3. Choose a Source:
    • All data—Search all data in your organization.
    • Held data—Search all data on litigation hold for the matter.
    • Unprocessed data—Search content that we have identified as partially processed.
  4. Click Mail as the type of data to search.
  5. (Optional) Select a Search method:
    • Users—Leave blank to search all licensed Vault users in the domain, or enter accounts to search specific users. You can enter up to 500 accounts. This field searches for the envelope sender or recipient address. Use Terms to search by header, sender, or recipient address.
    • Organizational Unit—Search within a specific organizational unit. If you choose one with sub-organizational units, all of the sub-organizational units will be searched. 
  6. (Optional) Enter a sent date range.
  7. (Optional) Use Terms to specify one or more search terms. Use search operators for complex searches.
  8. (Optional) Check the Exclude drafts box to exclude email drafts from this search. If left unchecked, Vault will return any draft messages that match your criteria, including automatically saved drafts.
  9. Click Search.
  10. (Optional) Click the Search drop-down arrow to:
    • Count results—Displays the number of messages found by the search terms you've entered. You can then modify your search criteria to further expand or restrict the results.
    • Export results—Skips search preview and immediately exports the search results.
    • Duplicate search form—Loads another search dialog prepopulated with the information you've already entered.
    • Reset—Clears the search form.

Search for messages in Groups

  1. Click a matter name.
  2. Click Search in the left pane.
  3. Choose a Source:
    • All data—Search all data in your organization.
    • Held data—Search all data on litigation hold for the matter.
    • Unprocessed data—Search content that we have identified as partially processed.
  4. Click Groups as the type of data to search.
  5. Enter one or more Groups separated by commas. You can search up to 50 Groups. The search fails if you don't specify at least one Group.
  6. (Optional) Enter a sent date range.
  7. (Optional) Use Terms to specify one or more search terms. Use search operators for complex searches.
  8. Click Search.
  9. (Optional) Click the Search drop-down arrow to:
    1. Count results—Displays the number of messages found by the search terms you've entered. You can then modify your search criteria to further expand or restrict the results.
    2. Export results—Skips search preview and immediately exports the search results.
    3. Duplicate search form—Loads another search dialog prepopulated with the information you've already entered.
    4. Reset—Clears the search form.

Search for files in Drive

  1. Click a matter name.
  2. Click Search in the left pane.
  3. Choose a Source:
    • All data—Search all data in your organization.
    • Held data—Search all data on litigation hold for the matter.
  4. Click Drive as the type data to search.
  5. Select a Search method:
    • Users—Enter accounts to search up to 5,000 Vault users in the domain. The search fails if you attempt to search more than 5,000 users or don't include at least one user. You can also check the box to Include results from Team Drives.
    • Organizational Unit—Search within a specific organizational unit. If you choose one with sub-organizational units, all of the sub-organizational units will be searched.The organizational unit must have fewer than 5,000 members. You can also check the box to Include results from Team Drives​.
    • Team Drives—Click Find Team Drives:
      1. Add a Team Drive member's email address.
      2. Start typing the name of the Team Drive you're looking for, then click the one you want. You can choose multiple Team Drives.
  6. (Optional) Enter last modified date range.
  7. (Optional) Use Terms to specify one or more search terms. Use search operators for complex searches.
  8. Vault only searches the latest version of a file. However, you can enter a version date to view and export Google files as they existed on that date. Versioning is not supported in non-Google files like PDF and .docx.
  9. Click Search.
  10. (Optional) Click the Search drop-down arrow to:
    1. Count results—Displays the number of files found by the search terms you've entered. You can then modify your search criteria to further expand or restrict the results.
    2. Export results—Skips search preview and immediately exports the search results.
    3. Duplicate search form—Loads another search dialog prepopulated with the information you've already entered.
    4. Reset—Clears the search form.
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