How often have you spent hours looking for a file that you know is saved somewhere? Then my question is why? Searching your files is a quicker way to find what you’re looking for!
OK, OK, I can hear you saying “I already know how to search Michelle!”
But do you? Really?
I’m talking about the tips and tricks to searching files, not searching on the internet…
And yes, there are similarities, but they aren’t exactly the same.
Where to search?
This might seem like an obvious answer, but the two main Operating Systems (OS) – as normal – offer more than one option.
Now I’m not saying that you can’t use any option – you can – but if you’re looking for a file, then having a problem or an internet search appear as one of the results can be annoying and a waste of time.
Windows
Search
Whatever you want to call it – Windows Search, Taskbar Search or just Search. The main search option, on the taskbar (at the bottom of the screen) is the all-in search.
It looks through all of your available applications, files and heads onto the internet to see if it can find what you’re looking for.
To see your files you need to select the Documents tab at the top of the list.
Sure, it’s not the end of the world if you get a lot of answers, but it takes time (even a few secs) to scroll down to the files, if that’s what you want.
File Explorer
On the other hand, using the search within the File Explorer, only searches for files.
You won’t get results from anywhere else.
However, as it does search all the files, you might get some of the system files in the results.
Just in case you aren’t sure – leave them alone. Making any changes can have a negative effect on your entire computer.
Open File Explorer (Win + E) and click in the top-right corner where it says Search.
Mac
It’s not that surprising that Mac has the same type of options as Windows…
Spotlight
This is the ‘everything’ search on your Mac.
It searches for applications, files and of course the internet.
As I said above, it’s not a bad thing, but when you’re specifically looking for a file the other stuff gets in the way.
Finder
As the direct equivalent for File Explorer, Finder offers the same options.
Not only looking and moving around your files, but the ability to only search for files.
In case you skipped the Windows ‘however’, I’ll remind you here that the file search will include all the files, including the system ones. Please don’t change or ‘mess around’ with these types of files, as they can have a direct impact on your computer.
What to search on?
Now you know the best ‘where’ for file searches, it’s time to look at the what.
It basically comes down to what you know or can remember about the file. What’s useful is that we can break this down to two options.
Filename
If you have a choice, this is going to be the best option to search on. As it’s likely to find the file that you’re looking for. And of course speeding up finding the right file.
What’s useful is that you don’t have to remember the whole of the filename (although that really is the perfect option).
Knowing something about the filename is a good starting point.
Windows
Click into the search field.
The ribbon will change to be the search options.
Click the option Other properties and from the drop-down select Name.
Now type in the filename or part of it and search.
Mac
Click into the search field and start typing in the text.
As you finish, you’ll see a drop-down appear with filename as an option.
Select it to change the search to filename only.
Content
This is the most versatile option, but it will take a bit longer to complete. Although with the speed that computers are working today, it’s not a long time – at all!
Note: Content automatically includes filename as well.
There are two key uses for the content search.
- When you really can’t remember the filename
- Looking for all related files
What others can you think of? (Share in the comments)
Windows
As this is the default option – you simply need to use the search field.
The search automatically looks at the filename and the contents.
Mac
Ditto for Mac.
Contents and Filename are the standard, so you don’t need to do anything different.
Although you will see an option to search contents as you are typing the word or phrase in.
Next Steps
Watch my YouTube video 3 Tips for Quick and Effective File Searching in Windows or if you use a Mac Unlock the Power of File Search on Your Mac (April 9th).
You can probably guess what I’m about to say….
Yep, over to you, it’s time to give it a go.
Next time that you can’t easily find that file that you want, try searching for it.
Other Posts about Computer Files
What do you need to know about computer files?
Do you really need file organisation?
What’s so great about online file storage
Why sharing is better than attaching
Are you searching your files to save time? (current post)
Improve your results with these advanced search techniques (April 17)
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searching your files, quick file search tips, file searching