Here are some useful tips on how to find and organize your files using tools available in the File Manager.
There are so many ways to find and organize your files that you might not know where to start. Most of the time, to find a file, you will probably start by using the search tools that are available within File Manager outlined in the picture below.
How do I search for files?
The method you use depends upon what you're searching for, and where you're searching for it. The following table describes the different search methods and when they're useful:
||When it’s useful
|The Search Box
||If you are looking for a file or folder located in any folder, you can often find it fastest by typing in the Search box. For more information, see Use the Search box later in this article.
|File list headings
||If you are looking for several related files, such as all the files from a particular month or all the documents with the same type, you can use the headings above the file list to sort or group your files. For more information, see Use file list headings later in this article.
Use the Search box
The Search box is located at the upper right corner of File Manager. It searches the entire account based on the text that you type. The Search box finds files based on the file name or text within the file.
For example, if you created a report called "Las Vegas Sales Trip", and forgot the location of the file, type Las into the Search box and click on the glass magnifier icon next to the Search box, a new window will popup and your report would immediately be displayed.
The following table lists the common scenarios that you can use in the Search box:
||What it is
||How to use it in the Search box
||The name you have given the file.
||Type part or all of the file name you are looking for. For example, to find a file called November invoice.txt, you can just type Nov or inv.
||The file extension. For example, DOC, PDF, MP3, etc.
||Type the file name extension. If you want to find only PDF files, type PDF. For more accurate results, type *.pdf.
||The contents inside your file.
||Type keyword you are looking for. It searches files of ".doc", ".docx", ".xls", ".xlsx", ".ppt", ".pptx", ".txt", ".htm", ".html", ".pdf", ".tif", ".tiff".
Advanced searches in the Search box
Digitalbucket.net search for whatever you enter in the Search box by looking in the file name, file type, and file contents of all the files in your account. Type "Project," for example, and it will find files named "project description.doc," and files that contain keyword “Project”. This broad approach to search usually helps you find your file quickly.
If you want to search more selectively, however, you can filter your search in the Search box by specifying Filters.
Using Boolean filters is another way to perform a more precise search. Boolean filters let you combine search words using simple logic, as you can see in the following table.
||Use this to
||building AND project
||Find files that contain both words "building" and "project" (even if those words are not right next to each other).
||project NOT project
||Find files that contain the word "building," but not "project".
||project OR project
||Find files that contain either of the words "building" or "project".
||Find files that contain the exact phrase "building project"
|Find single and multiple character wildcard searches within single terms.
To perform a single character wildcard search use the "?" symbol.
To perform a multiple character wildcard search use the "*" symbol.
For example, to search for "text" or "test" you can use the search: te?t
||To do a fuzzy search use the tilde, "~", symbol at the end of a Single word Term. For example to search for a term similar in spelling to "roam" use the fuzzy search: roam~ This search will find terms like foam and roams.
||Find words which are within a specific distance away. To do a proximity search use the tilde, "~", symbol at the end of a Phrase. For example to search for a "project" and "china" within 10 words of each other in a document use the search: "project china"~10
Displaying the Search results
By clicking on the magnifier glass next to the search box, the search results would immediately displayed on a new popup window as shown in the picture below.
Use file list headings to organize files
By clicking the headings that appear above the file list in a folder, you can change how files are displayed. Viewing files in this way can help you organize files that share something in common.
When you want to sort the contents of a folder by file properties (like file name, date, and size), files with those properties can be displayed ascending or descending. For example, if you want to see files sorted alphabetically, sort by that file’s name.
- 1. Open the folder that contains the files you want to sort.
- 2. Click the arrow to the right of the heading that you want to sort by.
- 3. Click the Sort Ascending or Sort Descending.
A group displays a sequential list of all of the grouped files. When you group your files by Type, for example, you'll see several groups, each one displaying all the files grouped by a particular Type as shown in the picture below.
- 1. Open the folder that contains the files you want to group.
- 2. Click the arrow to the right of the heading that you want to group by.
- 3. Click Group by this Field.
Files and Folders can be "tagged" to make them easier and faster to find. Enter a tag name in the Tags Window and save. Tagged items can be viewed by clicking on the Tags tab at the lower left of the File Manager.