---
title: "Searching and Filtering Entries in Password Vault"
description: "How to find entries in the Vitextra Password Vault web part for SharePoint Online and Microsoft Teams: which fields the Search box looks in, case-insensitive matching, the filter drop-down with All items, Favorites, Folders and Tags, combining search with the filter, the \"Nothing found.\" message, and what is reset when the page is reloaded."
url: https://vitextra.com/en/support/kb/10449
language: en
published: 2026-11-03
modified: 2026-11-03
products:
  - "Password Vault"
author: "Līga Ozola"
tags: ["Password Vault search", "search passwords SharePoint", "filter passwords", "Password Vault filter drop-down", "find credentials Microsoft Teams", "filter by folder", "filter by tag", "Favorites filter", "No folder", "Nothing found", "Vitextra Password Vault"]
---

# Searching and Filtering Entries in Password Vault

How to find entries in the Vitextra Password Vault web part for SharePoint Online and Microsoft Teams: which fields the Search box looks in, case-insensitive matching, the filter drop-down with All items, Favorites, Folders and Tags, combining search with the filter, the "Nothing found." message, and what is reset when the page is reloaded.

## Overview

Above the list of entries, [Password Vault](https://vitextra.com/en/products/password-vault) shows two controls for finding an entry quickly: the **Search** box and a filter drop-down. The search narrows the list to entries containing the text you type; the filter narrows it to favorites, a folder or a tag. Both are available while the vault is unlocked, work instantly and can be used together.

![The Search box and the filter drop-down](https://static.vitextra.com/articles/10449/search-filter-bar-en.png)
*The Search box and the filter drop-down*

📝 **Note**  
The **Search** box and the filter drop-down appear only while the vault is unlocked and contains at least one entry. While the vault is locked, the web part shows the PIN prompt instead of the list. A new, empty vault shows *There are no items in this list.* instead; create your first entry with **New Item** — see [KB10443. How to Add, Edit and Delete Entries in Password Vault](https://vitextra.com/en/support/kb/10443).

## Searching

Type any part of a word in the **Search** box. The list is filtered as you type and shows the entries in which the text occurs in at least one of these fields:

| Field | Example: searching for *contoso* finds… |
|---|---|
| **Name** | *Contoso CRM* |
| **User name** | *alex.wilber@contoso.com* |
| **URL** | *https://portal.contoso.com* |
| **Folder** | entries in the folder *Contoso projects* |
| **Notes** | an entry whose notes say *Shared with the Contoso support team* |
| **Tags** | entries tagged *contoso* |

Matching is case-insensitive and finds the text anywhere in a field, not only at the beginning: *crm* finds *Contoso CRM*, and *wilber* finds *alex.wilber@contoso.com*. Spaces before and after the search text are ignored.

To clear the search, delete the text or click the clear button (**×**) at the right of the box.

❗ **Important**  
The search never looks in passwords. You cannot find an entry by typing its password, and the search does not reveal passwords. It does, however, look in **Notes** — one more reason to keep secrets out of the notes, because notes are displayed in plain text as soon as an entry is expanded.

## Filtering

The filter drop-down next to the **Search** box narrows the list to one group of entries. It always contains two options, followed by up to two sections:

| Option | Shows |
|---|---|
| **All items** | All entries (the default) |
| **Favorites** | Entries marked with the star |
| **Folders** section → **No folder** | Entries without a folder |
| **Folders** section → *a folder name* | Entries in that folder |
| **Tags** section → *#tag* | Entries that carry that tag |

The **Folders** section appears only when at least one entry has a folder, and the **Tags** section only when at least one entry has a tag. Folders and tags are listed alphabetically; tags are written with a leading `#`. Capitalisation does not matter: folders or tags that differ only in capitalisation are listed once and match each other. A folder or tag is listed as long as at least one entry uses it. If the one you have selected disappears — because you moved or deleted its last entry — the filter switches back to **All items**.

![The options of the filter drop-down](https://static.vitextra.com/articles/10449/filter-options-en.png)
*The options of the filter drop-down*

Only one option can be selected at a time: you can filter by one folder *or* one tag, not by a folder and a tag together. For that, combine the filter with the search, as described below. How folders and tags are assigned is described in [KB10447. Organizing Entries with Folders and Tags in Password Vault](https://vitextra.com/en/support/kb/10447), and favorites in [KB10448. Favorites in Password Vault: Keeping Frequently Used Entries at the Top](https://vitextra.com/en/support/kb/10448).

## Combining search and filter

When both are used, the list shows only the entries that match the filter **and** contain the search text. For example:

- **Favorites** + *vpn* — your favorite entries that mention *vpn* in the name, URL, notes, folder or tags.
- folder **Finance** + *bank* — the entries of the *Finance* folder whose fields contain *bank*.
- tag **#production** + *Customers* — production entries that are also in the *Customers* folder, because the search covers folder names too.

Within the result, the usual order is kept: favorites first, then the other entries, each group sorted by name.

When no entry matches, the list shows *Nothing found.* Clear the **Search** box or select **All items** to see the entries again.

![No entries match the search and the filter](https://static.vitextra.com/articles/10449/nothing-found-en.png)
*No entries match the search and the filter*

## What is remembered and what is not

- The search text and the selected filter apply only to the page that is open. They are **not** saved: after the page is reloaded, the **Search** box is empty and the filter shows **All items**.
- Clicking **Refresh** reloads the entries from your vault file but keeps the current search and filter.
- Searching and filtering are available only while the vault is unlocked. When the vault locks, the **Search** box, the filter and the list are hidden until you enter the PIN again; the search text and the selected filter are kept and apply again after unlocking — see [KB10451. Automatic Lock: When Password Vault Asks for the PIN Again](https://vitextra.com/en/support/kb/10451).

💡 **Tip**  
A consistent naming scheme makes the search far more useful. Start names with the organisation or system (*Contoso CRM*, *Contoso VPN*), keep one spelling per tag, and give folders short, distinct names — then one word in the **Search** box is usually enough. Suggestions are in [KB10447. Organizing Entries with Folders and Tags in Password Vault](https://vitextra.com/en/support/kb/10447).