Mastering Advanced GUI Searches in File Explorer and SharePoint for Optimal Results

Finding the right file or document quickly can save hours of work and reduce frustration. Both File Explorer and SharePoint offer powerful graphical user interface (GUI) search options that go beyond simple keyword searches. Learning how to use these advanced search features can help you locate files with precision, filter results effectively, and manage your digital workspace more efficiently.

This post explores practical ways to master advanced GUI searches in File Explorer and SharePoint. You will learn how to use search options, filters, and syntax to get the best results every time.

File Explorer search interface with advanced filters

Using Advanced Search in File Explorer

File Explorer is the default file management tool on Windows, and its search bar supports several advanced options that help narrow down results.

Search Filters You Can Use

• File type: Use `ext:` followed by the file extension to find specific file types. For example, `ext:pdf` shows only PDF files.

• Date modified: Use `datemodified:` with a date or range. For example, `datemodified:this week` or `datemodified:>=01/01/2024`.

• File size: Use `size:` with qualifiers like `>`, `<`, or ranges. For example, `size:>10MB` finds files larger than 10 megabytes.

• File name: Use `name:` to search for specific words in file names.

• Kind: Use `kind:` to specify file categories like `kind:document` or `kind:video`.

  
  

Combining Filters

You can combine filters for precise results. For example:

```

ext:docx datemodified:this month size:<1MB

```

This query finds Word documents modified in the current month that are smaller than 1 megabyte.

Using the Search Tab

When you click in the search box, the Search tab appears in the ribbon. It offers clickable options for:

• Date modified

• Kind

• Size

• Other properties like authors or tags

  
  

This GUI makes it easier to build complex queries without memorizing syntax.

Saving Searches

If you often run the same searches, save them by clicking Save search in the ribbon. This creates a shortcut to quickly repeat the search later.

Advanced Search in SharePoint

SharePoint’s search interface is designed for collaboration and document management. It supports advanced search options that help you find content across sites, libraries, and lists.

Using Search Filters in SharePoint

• File type: Filter by document type using the file extension or content type.

• Modified date: Use the date filter to find recently updated files.

• Author: Filter by the person who created or modified the document.

• Metadata: Use custom metadata fields to narrow down results, such as project name or department.

• Location: Limit search to a specific site, library, or folder.

  
  

Search Query Syntax

SharePoint supports keyword queries with operators like:

• AND: Finds items containing all terms.

• OR: Finds items containing any of the terms.

• NOT: Excludes terms.

• Quotes: Search for exact phrases.

• Parentheses: Group terms for complex queries.

  
  

For example:

```

"annual report" AND (budget OR forecast) NOT draft

```

This query finds documents with the exact phrase "annual report" that mention either budget or forecast but exclude drafts.

Using the Search Refiners Pane

After running a search, use the refiners on the left side to filter results by:

• File type

• Modified date

• Author

• Site or library

  
  

Refiners update dynamically based on your results, making it easy to drill down.

Saving and Sharing Searches

You can save search queries as links or add them as web parts on SharePoint pages for easy access by your team.

SharePoint search results with filters and refiners

Tips for Effective Searches in Both Tools

• Use specific keywords: Avoid vague terms. The more specific your keywords, the better the results.

• Apply filters early: Start with filters like date or file type to reduce the number of results.

• Check spelling and syntax: Small errors can cause no results or irrelevant matches.

• Use saved searches: Save time by reusing complex queries.

• Understand your folder structure: Knowing where files are likely stored helps target searches.

• Leverage metadata in SharePoint: Properly tagged documents are easier to find.

  
  

Practical Examples

• Finding all Excel files modified last week larger than 5MB in File Explorer:

  
  

```

ext:xlsx datemodified:last week size:>5MB

```

• Searching SharePoint for presentations created by a specific team member in the last month:

  
  

Use the search box with keywords and then refine by author and modified date.

• Locating all PDF invoices in a SharePoint library tagged with a specific project name:

  
  

Use the metadata filter for project name and file type filter for PDF.