How to search all files on Windows, Mac, and the cloud

How to search all files on a Windows PC

If you have teams using Windows PCs who need to search their entire local storage for a file, you can do this using built-in methods with either the Windows taskbar or File Explorer.

Search from the taskbar

1. Click the search box next to your Start icon.
2. Type the name of your document or a keyword from it into the search box.
3. Your PC will then return a small number of results from your local storage.
4. If you’re on Windows 11, it will also return results from your OneDrive account.

This will only show a few results that Windows thinks are the best match for the word you searched.

Search using File Explorer

1. Open File Explorer from the taskbar or your Start menu.
2. Select the location you would like to search.
   • For example, select Documents to search your Documents folder.
   • Select This PC if you would like to search all files and folders.
3. Type the name of your document or a keyword from it into the search box within File Explorer.
4. File Explorer will then return results that match your keyword from your search location.

Remember that if you search all files and folders from the This PC location, it might take a long time.

How to search all files on a Mac

Mac users can search their files in three ways: Spotlight, Finder, and the Recent Items list.

Use Spotlight

Spotlight allows you to conduct a keyword-based file search.

1. Open Spotlight.
2. Enter a keyword into the search field.
3. Spotlight will then return file suggestions that match your keyword.
4. Double-click a file to open it.

View in Finder

If you have opened the file recently, you can use Finder to locate it.

1. Click the Finder icon in the Dock to open Finder.
2. Click Recents in the sidebar.
3. Select View > Group By > Date Last Opened.
4. This will allow you to view a list of recently opened files.

View the Recent Items list

Another way to find a recently opened file is via the Recent Items list.

1. Click the Apple icon to open the Apple menu.
2. Select Recent Items from the menu that appears.
3. If you see the file you need, select the file to open it.

You can also see recent files within specific programs—the steps will be a bit different for each app.

Why built-in file search can be limiting—and frustrating!

If you’ve ever tried finding a file using your operating system’s default search, you know the experience isn’t always smooth—especially when you're working across multiple devices or accounts.

Here are some common limitations that make built-in tools less reliable:

• They only search locally—if you’ve got files on different devices or in the cloud, you’ll need to guess where to look before you even start
• They depend on exact file names—if you can’t remember what it was called, or only remember a vague detail, you’re out of luck
• They might not search inside your files—depending on the platform and file type, content inside documents may be missed entirely
• They can be painfully slow—some searches take minutes to complete—and that’s just for local files
• They often return a mess—results aren’t always sorted or filtered, so you end up scrolling through hundreds of irrelevant matches

For teams trying to stay productive and aligned, these limitations can lead to lost time, broken focus, and unnecessary friction.

The good news? There’s a faster, smarter way to find your files—no matter where they’re stored. That’s where Dropbox Dash comes in.

Universal search in Dash:
Find everything in one place

When your files are scattered across cloud drives, email inboxes, and local folders, tracking down the right document can feel impossible. That’s why Dropbox Dash includes AI-powered universal search—so you can find what you need, wherever it lives, without switching tabs or guessing where to look.

Dash searches across:

• Your device (when using the desktop app)
• Your connected storage platforms like Dropbox, Google Drive, and OneDrive
• Your productivity tools—Slack, Notion, Trello, and others
• Your email accounts, including attachments and shared links

Just type a question or phrase, and Dash uses natural language processing to understand what you’re really looking for—even if you don’t know the file name.

How universal search helps your team work smarter

• Find files faster—instantly locate documents, messages, or attachments—no matter where they’re stored
• Make better decisions—Dash surfaces related files and past versions, giving teams helpful context at a glance
• Stay aligned—everyone has access to shared documents and updates, which makes collaboration smoother
• Avoid app overload—search across your tools in one place instead of bouncing between browser tabs
• Improve onboarding and knowledge sharing—centralize company content and reduce repeat questions

Dropbox Dash gives your team one place to search, work, and move forward—without the friction.

How to search everything—and act on what you find—with Dropbox Dash

Getting started with Dropbox Dash is simple. Just sign up, install it on any device with local storage, and connect your cloud accounts, email, and productivity tools. A short onboarding flow will guide you through setup.

Once you're in, here’s how to search across everything at once:

1. Type your search query—this can be a keyword or a natural-language question, like “files about the Q4 2023 results”.
2. Dash searches across all your connected accounts and devices—returning relevant results in seconds.
3. From there, you can take action—summarize a long document, explore related files, or quickly see which team member shared it.

But Dash doesn’t stop at search. You can:

• Use stacks to group related files, links, and content for a specific task or project
• Rely on AI-powered summaries to save time reviewing long reports
• Start each day with your personalized start page, showing recent files, upcoming meetings, and key documents—all in one place

With Dropbox Dash, you don’t just find your files—you do something with them.

Experience the smarter way to search with Dropbox Dash

Built-in file search works—if you know exactly what the file is called and where to find it.

But most of us don’t. And when you’re juggling multiple devices, cloud drives, and inboxes, that kind of precision just isn’t realistic.

That’s where Dropbox Dash comes in. With universal search, you can instantly search across your local files, cloud storage, connected apps, and even email—all in one place.

No more guessing file names. No more hopping between tabs. Just fast, accurate results—powered by AI, built for the way you work.