Find Things Faster How To Search In Windows

Beginning published on TechNet on April 05, 2010


Today’s mail comes to us courtesy of JoAnn McKimpson from the SBS Marketing Squad


Search your ain PC and the servers, PCs, and devices connected to your network to find items regardless of where they’re stored.

You’ve probably run into a situation similar to this: your employee meeting is scheduled for tomorrow when you get an e-mail from your Hour representative. She’s out with the flu and needs you to give the presentation. The e-mail doesn’t mention where the files are located or what they are chosen, and she’s not answering her phone.

Y’all need to be able to quickly search for the presentation and the related files, whether they happen to be stored locally or on the server. Windows 7 Professional and Windows Small Business organization Server (Windows SBS) 2008 can provide solutions to this everyday problem.

On any computer running Windows 7 Professional, you can get to the search box and quickly find all related data, across all Libraries that are configured on the computer. You can add server folders to your Libraries; this volition let you search for files on your local hard drive as well as shared files on the server with just one search. Of course, Windows Search e’er checks for file permissions, and then you but get dorsum results for files that yous’re immune to run across.

But a search is only as good as the alphabetize it is based on. So, Windows 7 Professional provides quick real-time indexing. If a new document gets saved to the server, information technology will evidence up the next time you perform a search—even if it’s only been a minute.

Windows 7 Professional Libraries provide a cracking style to organize and work with information, whether it is stored locally or on indexed network shares. Libraries assemble information from multiple locations and testify this information as if it was all in a single binder. By bringing all of your information together in ane place, Libraries give you a single information view, with easy sorting by categories, such every bit author, date, subject, and location.

This post volition prove yous the benefits and functionalities of Windows Search and Libraries, both of which are designed to piece of work best with Windows 7 Professional person and Windows SBS 2008.

How Windows Search Works

Windows Search, formerly Windows Desktop Search, is the search applied science that lets y’all quickly find nearly anything on your computer or publically available on your Windows SBS 2008 server. A standard component of Windows 7 Professional and Windows SBS 2008, the search engine is a system service that works in the background to maintain its index. Windows Search has instant search capabilities for most common file and information types, such as electronic mail, contacts, calendar appointments, documents, spreadsheets, and other formats extended by third parties. For a full listing of the file types that are natively supported, refer to What Is Included in the Index .

Windows Search is optimized and then that you can easily deploy and manage the installation of Windows Search across all the users and computers in your organization. It is uncomplicated to integrate Windows Search with resources or other search solutions such as Windows SharePoint Services. The engineering science is designed to exist secure, and your users can just see content to which they have access. Additionally, Windows Search is designed to have minimal bear upon on network performance. Users can perform searches with Windows Search from their ain desktops from the

Starting time

push or from any Windows Explorer window.

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Windows Search should not be confused with Microsoft Search Server Express, a free, enterprise-course search server that enables high-functioning searching of corporate data across multiple business systems and repositories, including documents, Web sites, intranet and extranet content, and external Web links. Search Server Express provides users with a Web search interface that is very similar in advent to a Windows SharePoint Services site. Aside from the interface, the primal difference between Windows Search and Search Server Express is that merely Windows Search can search for items on a desktop likewise as on the server.


Due to compatibility issues, Microsoft Search Server Express should not be installed on Windows SBS 2008.

How to Install Windows Search

Windows Search is enabled by default in Windows 7 Professional. In Windows SBS 2008, Windows Search is included every bit an uninstalled option. To install Windows Search, follow these steps:

  1. Start Server Manager.
  2. In the left pane, expand the


  3. Click

    File Services

  4. In the right pane, ringlet down to the

    Roll Services

  5. Click

    Add together Part Services,

    and so click



  6. Click to select the

    Windows Search Service

    check box, and and then click



  7. Select the storage device that yous desire to add to the alphabetize, and then click


  8. Click



Subsequently you lot install Windows Search on the Windows SBS 2008 server, you should add Public Folders on the Windows SBS 2008 server to the Libraries on your local estimator. For detailed information about how to do this, read the How Libraries Work department.

How to Search for Files Locally and Throughout Indexed Network Locations

At present that we’ve got Windows Search set upwardly, we can detect the presentation and the related files for tomorrow’s employee meeting. Nosotros’ll perform a search by using Windows Search from the


push button in Windows 7. To search for the employee coming together presentation, follow these steps:

  1. Click


    , and so type


    in the search box. Windows Search finds several files, including the presentation that we need, in the Public Documents folder on the Windows SBS 2008 server.

  2. Click

    Come across more results

    to display more search results in Windows Explorer.


    The post-obit screenshot shows the results in our Public folder. Although information technology may await similar this is a local file, information technology is really located on the Windows SBS server. This is because the IT administrator has set the Public binder to be redirected to the Windows SBS server.

  3. Click

    Search Everywhere

    to display the matching items in an indexed view.

You lot can discover the same files by opening Windows Explorer and typing a keyword in the search box:

Notice that these results show y’all a file that is located on the Windows SBS 2008 server (through folder redirection) merely that is organized in your Libraries. The next section will explore Libraries in greater item.

For more information most Windows Search, watch the following video:

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How Libraries Work

Libraries in Windows 7 Professional person provide a groovy manner to organize and piece of work with information, whether it is stored locally, in a shared folder on the server, or on whatsoever other network share. Libraries get together information from multiple locations and show this information as if it was all in a single folder. Libraries don’t actually contain your data; they but provide a window through which you lot can meet files from many locations—all in one place—and browse them by using metadata. By bringing all of your data together in i place, Libraries give y’all a single data view, with easy sorting past author, engagement, subject, location, and more.

Libraries help you organize files by using metadata nearly the file, such as author, date, type, and tags, instantly. You lot’re not limited to browsing files past folder hierarchy. When you save files in Libraries, Windows indexes the files. You can use the features in Libraries such as the Adjust By control to instantly scan the files in Libraries by metadata. Or, you can employ the Search Builder, which is built into the search box in Windows Explorer, to instantly search the files in Libraries by metadata.

Libraries brand the actual location of the files irrelevant. Whether files are located in different shared folders on the server or even on a unlike PC in a network that Windows Search has indexed, Libraries help you consolidate all the files and their locations so that you can browse and search them as if they were in one location.

Libraries are automatically indexed by Windows Search, so viewing and searching is fast. And considering it’s easier to become to all your items, you won’t end upward keeping multiple copies of the same file in different folders. This means that you can use your disk infinite more efficiently.

Windows 7 Professional has four default Libraries: Documents, Pictures, Videos, and Music. You can create your own Libraries and add folder locations to them. Each of the default Libraries starts with 2 folder locations: one from your profile binder and the other from the Public contour folder.

To browse the default Libraries on your figurer, follow these steps:

  1. Start Windows Explorer.
  2. In the navigation pane, nether


    , click the default Libraries to open them.

To create a new, empty library and so that yous can chop-chop access your meeting materials, follow these steps:

  1. In Windows Explorer, click

    New Library

    . A new library appears in the


  2. Blazon a proper name for the library. In our case, we’ll type

    Shared Resources


  3. Press ENTER.

To add folders to the new library, follow these steps:

  1. Double-click the new library, and then click

    Include a folder

    to add together content to the library.
  2. Browse to the binder that you desire to use. In our case, we’ll browse to

    Human Resources



    Yous must blazon the path for public folders that are located on the Windows SBS 2008 server.

  3. Click

    Include binder

    . The contents of the Human Resources folder on the Windows SBS 2008 server are displayed in Shared Resources, our newly created library.

To add folders to an existing library, follow these steps:

  1. In Windows Explorer, correct-click the


    library, and and then click



  2. Browse to C:\Users\

    Proper noun

    \Downloads (where


    is your user proper noun), and so click

    Include folder

  3. Click

    Include a folder

    again, scan to C:\Users\Public\Downloads, and then click

    Include folder

  4. Confirm that the

    Incoming Properties

    dialog box resembles the following image, and and so click



To include a specific folder in a library in Windows Explorer, follow these steps:

  1. Start Windows Explorer, then select the Details view.

  2. Click the folder to select it.
  3. Click

    Include in library,

    and then click the appropriate library in the list.

To save a file in a library, follow these steps:

  1. When the file is open up, click

    Relieve As

  2. In the navigation pane, click the



  3. Click


    and so shut the file.
  4. In Windows Explorer, click the


    library. Notice that Notepad saved the document in the My Documents binder. This is the default save location for the Documents library.

To modify the default save location for the Documents library, follow these steps:

  1. In Windows Explorer, correct-click the


    library, so click


  2. In the

    Library locations

    list, click

    Public Documents (C:\Users\Public)

    , so click

    Set up salvage location

  3. Click



For more information most Libraries, lookout man the following video:

Use Windows Search and Libraries for Increased Productivity

Windows Search and Libraries are both included in Windows SBS 2008 and Windows seven Professional. These features are designed to piece of work meliorate together with Windows SBS 2008 so that you can work faster and smarter. Windows Search can aid you discover hundreds of file types, no matter where they are located. In the example that we described here, y’all were able to find the files that y’all needed by searching for a keyword. Then, you used Windows SBS 2008 together with Libraries to organize files easily by providing an aggregated view of related files from various folders. Yous tin discover these files even when they’re on dissimilar computers, servers, or devices. This all-in-one view tin can help eliminate the need to hunt-and-peck your mode through endless folders considering you can browse files by metadata.

For more information, visit the following Web sites:

  • Read Windows Search Features on TechNet.
  • Read the Windows Search topics on MSDN.
  • Read a TechNet article well-nigh Organizing with Windows 7 Libraries .
  • Read well-nigh how to share folders that are not located in public folders in the Group Policy for Windows Search article on TechNet.

Find Things Faster How To Search In Windows


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