What can you do with Cloud Search?

Search for content across Google products, find contact information for colleagues, prepare for today’s meetings, and access your recent work.

What you need:

account_circle G Suite account

schedule 10 minutes

None
1

Open Cloud Search

Start by opening Google Cloud Search.

In this section, you learn how to:

1.1

Open Cloud Search

Before you open Cloud Search, make sure you’re signed in to your G Suite account.

On a web browser:

Go to cloudsearch.google.com.

On Android devices:

  1. Tap Play Store Google Play store icon to open Google Play.
  2. Install the Google Cloud Search app.

If you use an Android 5.0+ Lollipop device and your G Suite account is in your work profile, you’ll need to download the Google Cloud Search app from managed Google Play. For more information, see Learn more about work profiles and device policies or contact your G Suite administrator.

On iOS devices:

Install the Google Cloud Search app for Apple® iPhone® or iPad®.

Note: If you can’t access Cloud Search, contact your admin. They may have to turn it on in the Google Admin console first.

2

Perform your search

Looking for information on a team project or contact details for a team member? Just type your search query into Cloud Search to get instant results. You can also use everyday words to find contact information and content from your G Suite services.

Note: Search results match the permission sharing settings in place for your other G Suite services, such as Gmail and Google Calendar, Drive, Groups, and Sites.

In this section, you learn how to:

2.1

Search your G Suite services

Find the information you need by searching for words (or phrases) in your G Suite services, or searching for people in your organization.

Search across your G Suite services:

Go to cloudsearch.google.com or open the Cloud Search app.

  1. In the Cloud Search search box, enter your search query, such as the name of a person or for any set of words in the document. Use everyday words in your search, such as docs jane sent last month. If the interpretation isn't quite right, click the Show results for the original query link.
  2. As you enter your query, customized suggestions display. Use the Down arrow to move through the suggestions and then select a suggestion.
  3. (Optional) To see results from the public web, click Search web.
  4. Navigate through the results and select the search result you want.

Use common phrases in your searches:

Use phrases related to people, documents, Google services, and more.

None

Search

Common keywords

Example search queries

Search

People

Common keywords

first name, last name, username

email address

address

phone number

job title

manager

reports to

teammates

info about

Example search queries

joe smith's email

title of joe smith

who reports to jane

who is jane’s manager

who are my teammates

Search

Google Calendar

Common keywords

agenda

meeting

schedule

Example search queries

today's agenda

my agenda on July 10

my agenda for next monday

next meeting

my next meeting

my meetings next monday

my schedule tomorrow

Search

Gmail

Common keywords

about

from

received

sent

to me

topic

Example search queries

mail about sales from jane

email received yesterday from smith

mail from joe smith last week

Search

Content/source

Common keywords

files*

documents

mail

sheets

Slides

from

owned by

recently

last week

last year

before date**

after date


*Includes all file types, in Drive and attachments.

**When you use the before or after operators in a query,
your results may include content that contains the before or after date,
because of timezone differences.

Example search queries

slides from mary moore last month

documents from jane

files by smith last week

mail from joe smith before 06/01/17

docs owned by mary moore

docs about sales from Mary

Search

Document sharing

Common keywords

shared

shared but not viewed

mention*

mentions not addressed**

need attention***


*Documents shared with you that mention you in a
comment you viewed or didn’t view, or you've replied to.

**Documents shared with you that mention you in a
comment you haven’t replied to.

***Documents shared with you that you haven’t viewed
or that mention you in a comment you haven’t replied to.

Example search queries

documents that mention me recently

files shared with me in the past two weeks

sheets shared by audrey

docs that need attention

2.2

Find and contact people

With Cloud Search, you can find the person you’re looking for and instantly start a conversation or send an email. Search for a person’s name and their profile card appears.

Search for people:

  1. In the search box, enter the person’s name.
  2. At the top of the person’s profile card, select Start a Hangout hangout or Email email.
  3. Click Reports to to see the profile card of the person’s manager.
  4. On mobile, tap the phone number to call them.
  5. (Optional) You can also do a search using everyday words, such as jane’s phone number. You get an answer card with the phone number for your colleague named Jane. If more than one person has the name, click the Looking for a different name? link.

Note: You can see additional contact and manager information if your admin has added these profile details to user accounts.

None
2.3

See search results

When you enter your search query, Cloud Search searches across all your G Suite products.

Every search result contains these details:

Title

The first blue line of any search result is the title. Click the title to open the content.

Icon

In the top of each search result, an icon indicates the type of content. For example, email indicates that the result is part of an email.

Short description

Below the title is a short description of the item. Search terms are in bold to help you decide which results are relevant.

Privacy, date, and owner

At the bottom of the result, you might see the following details:

  • Privacy setting of the content (who can see the content).
  • Date the content was created or modified (Drive), received (Gmail), or posted (Groups).
  • Name of the owner or sender.
3

Customize your search

Refine your search query using filters and operators to narrow your search.

In this section, you learn how to:

3.1

Use search filters

Refine your search queries by using filters. For example, you can filter your search to show content created in Docs or within a certain time period.

Apply filters to your search results:

  1. In the search box, enter your search query.
  2. Above the search results, select a content source to filter by, such as Mail or Drive.
  3. Choose an option to open search tools:
    • On the web, click Search tools.
    • On a mobile browser, tap More > Search tools.
    • On the Android or iOS app, tap Any time or Everything.
  4. From the search tools lists, choose one or more filters. You can filter by time, ownership, or file type.
  5. To remove filters, select Clear.
  6. To return to all results, select All.
None
3.2

Use search operators

  1. In the search box, enter your search terms and leave a space at the end.
  2. Add the operator and its value to the end of your search text and press or select Enter.
None

Operator

Examples

Description

Operator

" " (quotes)

Examples

"market analysis"

Description

Find content that includes the exact word, or set of words, in the same order as what's inside the quotes.

Operator

-
(hyphen)

Examples

payroll -reports
inventory -owner:me
sales contenttype:doc -owner:me

Description

Find content that does not include the specific word or operator term.

Note: This operator doesn't work alone. You need to use it with a search term or another operator.

Operator

AND
&

Examples

sales reports
sales & reports

Description

By default, only pages that include all of your search terms are returned. You don’t need to include AND between the terms.

Operator

OR
|

Examples

sales OR marketing
sales | marketing
sales from:(marysmith OR johndoe)

Description

Find content that includes at least one of the words or operator terms.

Operator

NOT

Examples

sales NOT marketing

Description

Find content that does not include the specific word or operator term.

Operator

source:

Examples

training source:mail

Description

Find content from a particular Google product, including Gmail, Drive, Sites, Groups, Calendar.

Operator

contenttype:

Examples

training contenttype:doc

Description

Find particular types of content, such as documents, spreadsheets, presentations, images, folders, and attachments.

Operator

filetype:

Examples

training filetype:(doc OR pdf)

Description

Find content with a particular file extension.

Operator

owner:

Examples

reports owner:me
reports owner:marysmith

Description

Find content you own or that’s been shared with you.

Operator

from:

Examples

reports from:me source:drive
reports from:(marysmith OR johndoe)

Description

Specify the person who sent or who created the content you’re looking for.

Operator

to:

Examples

reports to:me from:marysmith
reports to:golf-club-members

Description

Specify the person who received the content you’re looking for.

Operator

before:

Examples

orders before:09/30/2015

Description

Find content created or edited before a certain date (MM/DD/YYYY).

Operator

after:

Examples

orders after:09/20/2015

orders after:09/20/2015
before:09/30/2015

Description

Find content created or edited after a certain date (MM/DD/YYYY).

4

Get help with files and meetings

Use assist cards to find out where you left off in your file or access your upcoming meetings. Assist cards, such as Pick up where you left off, and meeting cards appear on your Cloud Search homepage to help you organize your day. You can see timely information and recommendations.

Note: Assist cards aren't currently supported on mobile browsers.

In this section, you learn how to:

4.1

Use a ‘Pick up where you left off’ card

If you’ve done work recently in Drive or if someone commented on one of your files, a Pick up where you left off card appears on your Cloud Search homepage. The cards automatically update throughout the day as you work on different files.

Use a Pick up where you left off card:

  1. Go to the Pick up where you left off card.
  2. If there are more than 3 items, click Show More. Or, in the app, swipe to the left.
  3. Click or tap a card to open the file in Drive.
  4. To return to the homepage:
    • On a web browser, click Back arrow_back
    • On the Android or iOS app, tap Close close.
None
4.2

Use meeting cards

If you have upcoming meeting scheduled in Google Calendar, meeting cards appear on your homepage. You can see a schedule of all the meetings you’re planning to attend, any attached files, open appointment slots, and more.

Choose an action from a meeting card:

a Email guests

b Join the video call

c Change your response

d Edit in Calendar

None

See today’s meeting schedule:

  1. Open a meeting card and then click Show More or tap Today’s meetings.
    You'll see a timeline of all the meetings scheduled for today. You'll also see any open time of an hour or more.
  2. (Optional) To see details about a meeting, select the meeting.
  3. To return to the homepage:
    • On a web browser or the Android app, click or tap Back arrow_back.
    • On the iOS app, tap Back arrow_back_ios.
None
5

Manage account activity

Keep your Cloud Search account activity turned on if you want to receive customized suggestions from Google.

Note: If you can't turn on your account activity, contact your admin. They might need to turn on the Web History service for your organization.

In this section, you learn how to:

5.1

Get customized suggestions

Turn customized suggestions on or off:

  1. At the top, select More more_vert > Settings > Account Activity.
  2. Turn Web & App Activity On or Off to change the setting.
  3. At the bottom of the page, select Turn On or Pause to change the setting.
None

Next steps

Try it now

Get more training

Get back to unfinished files quickly, get a jump start on meetings, and more.