![]() ![]() You should be careful with this feature, however, because the more documents you include, the larger your index will become. Copernic allows you to include network drives in its index so that you can search for documents on the agency network. As described above, this process can take several hours, depending on the number of files that need to be indexed. After we installed the program and chose the types of files that we wanted the program to index, it created the initial index. The drop-down boxes allow you to refine your search quickly and easily. It indexes a wide variety of file types and its user interface is quite easy to use. After experimenting with several programs, Copernic has become my preferred desktop search tool. Then, if you walk away from the computer and the screensaver starts, it won’t stop until you re-enter your password.Ĭopernic Desktop Search. If your computer starts up and goes directly to your desktop, you need to make a change so that your computer prompts you for a password first (2) Password-protect your screensaver. So, you should take these basic precautions to protect yourself: (1) Password-protect your computer. Now, someone can walk up, search for key words, and find the document that they need in seconds. Before, it might have taken a person many minutes to search for a particular e-mail or document. However, these new search programs find information in shorter periods of time. Any unattended computer, or one that’s not password protected, can be accessed by someone when you’re away - that’s been the case for years. There’s some fear that using these tools might pose a security threat. The search process is quite similar to searches performed on the Web (e.g. Further refining searches by file type and/or date will quickly narrow the number of hits. In my experience, simple matches quickly find the document that you’re looking for. Most programs allow you to search using either a simple matching of words or more complex Boolean statements (AND, OR, NOT). Some programs also index meta information contained in non-text files, such as pictures and music. Watch out for file types that are listed as being indexed when all that’s really recorded is the file name - not the contents of the file. You can also index file names, enabling you to use the same tool to search file names, as well as their contents. In addition, you should index e-mail messages, including your Inbox and Sent items, as well as whatever other folders you choose. Although this usually happens when documents are converted to PDFs, it’s not guaranteed. ![]() Note that indexing PDF files can only happen if the file has text embedded with the document image. Adobe Acrobat (PDF) support is especially important, due to the large number of documents in this format. Any decent desktop searching tool should index all major document types- Word, Excel, PowerPoint and Publisher docs, plus other text files, RTF, Web pages saved on your computer, and PDFs. But once the initial index is created, the program sits in the background and quickly adds new or changed documents to the main index. The indexing of files on your hard drive takes quite a bit of time when the program is first installed. ![]() When you do a search, the program quickly finds any matches in its index and displays the resulting location of the file. Even if you only search e-mail or other electronic documents once a week, one of these tools will make your life easier.ĭesktop searching programs perform their magic by scanning a local hard drive (or network drive for some programs) and creating an index of the contents. An Outlook search that might have once taken several minutes now takes a few seconds. They’re far faster than anything that Microsoft currently offers. These tools have completely changed how I find information and are worth investigating if you use Microsoft Office. Recently, I discovered new desktop search tools that have emerged from the online searching world. Windows has a desktop search function, but it’s cumbersome at best and quite slow. However, I often have trouble finding the information that I’m looking for when I need it. I’ve established an elaborate folder on my computer that helps me store documents and manage information. The electronic world has allowed us to gather and store a vast amount of information. Even if you only search e-mail or other electronic documents once a week, one of these tools can make your life easier. Searches that might have once taken several minutes can now take a few seconds. Steve Anderson reviews new desktop search tools that can change how you find information if you use Microsoft Office.
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