A shared mailbox grows fast. After a year, finding the quote we sent the Martins takes more than scrolling.
Open the search
On a computer, “Search” is at the top of the column on the left. The / key
opens it too, from anywhere but a text field. A window opens in the middle of
the screen, with a field: “A name, an address, a word from the email”.
On a phone, tap “Search” at the top of the screen: the search opens on a page of its own, with “Cancel” to leave it.
Type words and press Enter. Trupeo searches the subject, the text of each email, the team notes, the sender’s address and the addresses in the To field. In a reply, the earlier emails it quotes are left out: each is found on its own. A forward keeps the email it forwards. Right after a mailbox is connected, an older email is searched on its start only, until Trupeo has read its text, newest first.
Accents and capitals do not matter: chaudiere finds Chaudière. A word is
also found inside a longer word: quote finds quoted.
Suggestions
Before you type, the window offers your “Recent searches”, the last five in this tab, with “Clear the history”, and the “Recently opened emails” you opened.
As you type, it offers:
- a line that searches for what you typed: it is what Enter does;
- People: choosing one adds the “From” filter;
- Labels, or Folders on a mailbox that has them, with how many emails each holds: choosing one adds the filter;
- Emails: choosing one opens it straight away.
The ↑ and ↓ keys move from one suggestion to the next, Enter chooses, Esc closes the window.
Filters
Under the field, seven filters: “From”, “To”, “Date”, “Attachment”, “Label” (“Folder” on an IMAP or Outlook mailbox with folders of its own), “Who’s on it” and “Status”. Each opens a short list; a click chooses and closes it. “Date” offers “Last 7 days”, “Last 30 days”, “Last 3 months”, “Last 12 months” and “Choose dates…”. A filter that is set shows its value, with a cross to remove it. On a phone, the line keeps the filters that fit on it, a filter that is set first; “More”, at the end of the line, opens “More criteria”, where all the others are.
“More criteria” opens every field at once: “From”, “To”, “Subject”, “Has the words”, “Doesn’t have”, “Attachment name”, “After”, “Before” (as mm/dd/yyyy), “Status”, “Who’s on it” (“Me”, a member, or “Nobody”), “Label” and “Has an attachment”. Finish with “Search”. “Back to suggestions” returns to the first window.
Where the search looks
A line at the bottom of the window says so: “Searching the whole mailbox, except Spam and Trash”. Done emails are included: an email marked done eight months ago comes up like the rest. “Change” also offers to search only the view you came from, the Trash, or Spam.
Results
The results replace the list, under a title that counts them, for example “4 results”. Your search is recalled underneath, piece by piece: a piece’s cross removes it and keeps the rest. “Edit” reopens the window with your filters, “Clear” takes you back to the view you started from. In the column, “Search” shows the search in progress, and no view is marked. Open an email: the word you searched for is highlighted in it.
When nothing matches, Trupeo shows “No email matches”, recalls what you searched for and where, and offers, when it can, a wider search: without the dates, without the filters, or in the Trash, with how many emails it would find.
Shortcuts, for those who prefer typing
The field also understands shortcuts. They combine with each other and with free words: every part must match. The filters write the same shortcuts for you.
| Shortcut | What it does |
|---|---|
from: | the sender’s address |
to: | an address in the To field |
subject: | the subject only |
filename: | the name of an attached file |
has:attachment | conversations with an attachment |
after: | latest email on or after that date |
before: | latest email before that date |
status: | to_assign, to_handle or done |
assignee: | me, unassigned, or a member’s address |
label: | a label (on Outlook, a category), by its name |
So from:martin quote after:2026-01-01 finds the conversations with the
Martins containing quote since January.
A few details that save time:
from:reads the address, not the display name.from:martinfindsmartin@example.org, not Claire Martin writing fromclaire@example.org.- Dates are written
2026-01-15and read in your device’s time zone. A conversation counts at the date of its latest email, the one shown in the list: a July conversation that got a reply in November is a November conversation. OR, in capitals, matches either.martin invoice OR quotefinds the Martins’ invoices and quotes. In lowercase,oris just a word.- A dash excludes.
quote -martinfinds the quotes that are not about the Martins. - Straight double quotes keep words together.
"quote request"searches for those words in that order. - Parentheses group.
(status:to_assign OR status:to_handle) martinfinds what is still to do with the Martins. label:takes the label’s name, in any case, or its full path in quotes for a nested label:label:"Invoices/2026".
If you type a shortcut with nothing after it, Trupeo tells you rather than
searching for the word from: itself. If a value is not accepted (a status
other than the three, a person who is neither me, nor unassigned, nor an
address, a date that does not exist) or a parenthesis is left open, the list
shows “Trupeo could not read this search. Check the parentheses and the value of
each shortcut (status:, assignee:, after:, before:).” instead of an empty list
that would look like nothing found.
Spam and Trash
In the column on the left, under “Done” and “All”, come “Spam” and “Trash”. On a phone, they are under “More”. Your own folders, on an IMAP or Outlook mailbox, are further down, in the “Folders” section: see File emails in folders.
Spam shows what your email provider classed as spam. Trupeo does not decide in its place: Gmail, Outlook or your server sorts, Trupeo shows the result. To get an email out of it, mark it as not spam in your usual email app: Trupeo follows.
Trash holds what was deleted. “Delete” is in the ”⋯” menu at the end of an open email’s bar, in a row’s menu (right click) and in the ”⋯” menu of a selection’s bar. Right after, a message offers “Undo”. “Move to trash”, in the menu of a single email of the conversation, deletes that email only. In the Trash, “Restore” puts a conversation back, and “Restore this email” does the same for a single email.
Nothing here is specific to Trupeo either: it is the mailbox’s own trash, and your email provider decides how long an email stays there before it is erased for good.
Both views are kept apart from the others: an email in the Trash no longer shows in “To assign”, which is the point.
What it means for the team
Deleting or restoring an email acts on the shared mailbox, so for everyone and in Gmail or Outlook too. It is not personal tidying. The upside is real: a member who cleans up Spam does it for the whole team, once.
What comes next
To understand the views themselves, see Understand the To assign view.