Documents are files that
contain text, images, data, or other information that you create, edit, or view
on your devices. Documents can be in various formats, such as Word, PDF, Excel,
PowerPoint, etc. Depending on the device and the operating system that you use,
there are different ways to locate and access your documents. Here are some of
them:
Windows
Computer
If you use a Windows
computer, you can find your documents in several ways:
·
Search from the taskbar: Type the name of a document (or a
keyword from it) into the search box on the taskbar. You’ll see results for
documents across your PC and OneDrive under Best match.
·
Search File Explorer: Open File Explorer from the taskbar or select
and hold the Start menu (or right-click), select File Explorer , then select a
search location:
o To quickly find relevant
files from your PC and the cloud, search from Home.
o To find files stored
inside a folder, search from a folder like Downloads.
o To do a slow but in-depth
search, search from This PC instead of Home.
·
Browse folders: You can also browse the folders on your PC to
find your documents. The default location for your documents is the Documents
folder under This PC. You can also access other folders such as Desktop,
Downloads, Pictures, Music, Videos, etc. from This PC or Quick Access.
·
Use file management tools: You can use various file management
tools or methods to organize and retrieve your documents more easily. For
example:
o You can use Libraries to
group related folders and files from different locations into one place.
o You can use OneDrive to
sync your files to the cloud and access them from any device.
o You can use File History
to back up your files and restore them if they are lost or damaged.
o You can use Storage Sense
to free up space on your PC by deleting unnecessary files.
Mac
Computer
If you use a Mac
computer, you can find your documents in several ways:
·
Search with Spotlight: Click the magnifying glass icon on the
menu bar or press Command-Space to open Spotlight. Type the name of a document
(or a keyword from it) into the search field. You’ll see results for documents
across your Mac and iCloud Drive under Documents.
·
Search Finder: Open Finder from the Dock or select Finder >
File > New Finder Window . Then select a search location:
o To quickly find relevant
files from your Mac and iCloud Drive, search from Recents or All My Files .
o To find files stored
inside a folder, search from a folder like Downloads or Documents .
o To do a slow but in-depth
search, search from Macintosh HD instead of Recents or All My Files .
·
Browse folders: You can also browse the folders on your Mac to
find your documents. The default location for your documents is the Documents
folder under Favorites . You can also access other folders such as Desktop,
Downloads, Pictures, Music, Movies , etc. from Favorites or Locations .
·
Use file management features: You can use various file
management features or applications to organize and retrieve your documents
more easily. For example:
o You can use Tags to label
and group related files and folders across different locations.
o You can use iCloud Drive
to sync your files to the cloud and access them from any device.
o You can use Time Machine
to back up your files and restore them if they are lost or damaged.
o You can use Optimized
Storage to free up space on your Mac by deleting unnecessary files.
Smartphone
or Tablet
If you use a smartphone
or tablet running iOS or Android, you can find your documents in several ways:
·
Search with Siri or Google Assistant: On an iOS device, press
and hold the Home button or say “Hey Siri” to activate Siri. On an Android
device, press and hold the Home button or say “Hey Google” to activate Google
Assistant. Then ask for the document that you want to find by name or keyword.
For example: “Show me my resume” or “Find my budget spreadsheet”.
·
Search Files app: On an iOS device, open the Files app from the
Home screen or App Library . On an Android device, open the Files app from the
App Drawer . Then select a search location:
o To quickly find relevant
files from your device and cloud services, search from Recents or Browse .
o To find files stored
inside a folder, search from a folder like Downloads , iCloud Drive , Google
Drive , etc.
·
Browse folders: You can also browse the folders on your device
to find your documents. The default location for your documents may vary
depending on the device and the app that you use to create or edit them. For
example, on an iOS device, you can find your documents in the Documents folder
under On My iPhone or iPad . On an Android device, you can find your documents
in the Documents folder under Internal Storage or SD Card .
·
Use file management apps: You can use various file management
apps or built-in features to organize and retrieve your documents more easily.
For example:
o You can use cloud
services such as iCloud Drive , Google Drive , Dropbox , OneDrive , etc. to
sync your files to the cloud and access them from any device.
o You can use document apps
such as Pages , Word , Numbers , Excel , Keynote , PowerPoint , etc. to create,
edit, and view your documents on your device.
o You can use sharing
features such as AirDrop , Nearby Share , Email , Messages , etc. to send or
receive your documents from other devices.
Cloud
Storage Services
If you use cloud storage
services such as Google Drive, Dropbox, or OneDrive, you can find and access
your documents across multiple devices in several ways:
·
Search online: Open a web browser on any device and go to the
website of the cloud service that you use. Sign in with your account and
password. Then type the name of a document (or a keyword from it) into the
search box. You’ll see results for documents across your cloud storage account.
·
Search app: Open the app of the cloud service that you use on
any device. Sign in with your account and password if needed. Then tap the
magnifying glass icon and type the name of a document (or a keyword from it)
into the search field. You’ll see results for documents across your cloud storage
account.
·
Browse folders: You can also browse the folders on your cloud
storage account to find your documents. The default location for your documents
may vary depending on the cloud service and the app that you use to create or
edit them. For example, on Google Drive, you can find your documents in My
Drive or Shared with me . On Dropbox, you can find your documents in Files or
Shared . On OneDrive, you can find your documents in Files or Shared .
·
Use additional features: You can use various additional features
or considerations to organize and retrieve your documents more easily. For
example:
o You can use sync features
to sync your files between your cloud storage account and your devices. This
way, you can access your files offline and keep them updated across devices.
o You can use sharing
features to share your files with other people or collaborate on them in real
time. You can also control the access permissions and visibility of your files.
o You can use backup
features to backup your files to the cloud and restore them if they are lost or
damaged.
o You can use security
features to protect your files from unauthorized access or theft. You can also
encrypt, password-protect, or lock your files.
Where Can You Find Your Documents: A Guide for Different
Devices
|
Device |
Method |
Steps |
|
Windows PC |
Search from the
taskbar |
Type the name or
keyword of the document into the search box on the taskbar and select the
document from the results |
|
Windows PC |
Search from File
Explorer |
Open File Explorer
from the taskbar or Start menu and select a search location, such as Home,
Downloads, or This PC. Type the name or keyword of the document into the
search box and select the document from the results |
|
Windows PC |
Use HomeGroup or
Simple File Sharing |
If you want to
access your documents from another computer on the same network, you can use
HomeGroup or Simple File Sharing to share files and folders. See Microsoft's HomeGroup guide and Simple File Sharing guide for more details |
|
Mac |
Search from Spotlight |
Click the
magnifying glass icon on the menu bar or press Command-Spacebar to open
Spotlight. Type the name or keyword of the document into the search field and
select the document from the results |
|
Mac |
Search from Finder |
Open Finder from
the Dock or Launchpad and select a search location, such as All My Files,
Documents, or iCloud Drive. Type the name or keyword of the document into the
search field and select the document from the results |
|
Mac |
Use AirDrop or File
Sharing |
If you want to
access your documents from another Mac or iOS device on the same network, you
can use AirDrop or File Sharing to share files and folders. See Apple's AirDrop
guide and File
Sharing guide for more details |
|
iPhone or iPad |
Search from
Spotlight |
Swipe down from the
center of the Home screen or swipe right from the first Home screen to open
Spotlight. Type the name or keyword of the document into the search field and
select the document from the results |
|
iPhone or iPad |
Search from Files
app |
Open Files app from
the Home screen or App Library and select a location, such as iCloud Drive,
On My iPhone/iPad, or a third-party cloud service. Tap the search icon on the
bottom right corner and type the name or keyword of the document into the
search field and select the document from the results |
|
iPhone or iPad |
Use AirDrop or
iCloud Drive |
If you want to
access your documents from another iOS device or Mac on the same network, you
can use AirDrop to share files wirelessly. See Apple's AirDrop
guide for more details. If you want to access your documents from any
device with an internet connection, you can use iCloud Drive to store and
sync your files across your devices. See Apple's iCloud
Drive guide for more details |
|
Android phone or
tablet |
Search from Google
app |
Open Google app
from your Home screen or App Drawer and tap on the Lens icon on the bottom
right corner. Tap on Files and type the name or keyword of the document into
the search field and select the document from the results |
|
Android phone or
tablet |
Search from Files
by Google app |
Open Files by
Google app from your Home screen or App Drawer and tap on Browse at the
bottom. Select a category, such as Images, Videos, Audio, Documents, or
Downloads. Tap on the search icon on the top right corner and type the name
or keyword of the document into the search field and select it from results |
|
Android phone or
tablet |
Use Nearby Share or
Google Drive |
If you want to
access your documents from another Android device on the same network, you
can use Nearby Share to share files wirelessly. See Google's
Nearby Share guide for more details. If you want to access your documents
from any device with an internet connection, you can use Google Drive to
store and sync your files across your devices. See Google
Drive guide for more details |