Windows 11 not finding documents when searching on a word in them

miloshapiro · Mar 4, 2022

I recently bought a new Win11 HP tower (Version 21H2, Build 22000.527) and have spent over a month getting all the software, including Microsoft 365, onto it. Before loading half a terabyte of documents onto it, I decided to test searching on it first and I'm glad I did. I copied over just a small folder with a few subfolders and files in it (.docx, .xlsx, .jpg, etc).
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As a background side-step, I want to keep all my originals on the computer but have a copy backing up to one-drive for safety and in case I want to reference them on another device. But the key thing is that the originals should all by in the ThisPC/Documents path.
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if you follow a path like "ThisPC/Documents/best buy" , there's a document called "juju.docx" . As I test, I put a fake word ("jnjn") in there and saved the document. Then, using Exploring, I searched the documents folder at ThisPC/Documents . Nothing shows up. I verify that under search options I have "All subfolders" and "File contents" checked and they are.
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The results are the same if I use the Win11 Search magnifying glass and choose "documents".
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Adding to the confusion, if I go to Exploring and search for "jnjn" at the ThisPC level, instead of ThisPC/documents, it finds the document in a folder called "C:\users\milo\OneDrive - Mycompanyname\Documents" . But again, that's only supposed to be a backup. I don't want to search onedrive unless I have a specific need to. I want my materials to be stored, updated, and indexed locally like they are on the old Win7 computer I'm writing this on.
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But if I go to "Indexing Options", it says that the three places it's going to do indexing are Microsoft Outlook, Start menu, and Users (excluding AppData). So ThisPC/Documents should fall under Users, right?
I tried re-indexing there under "Advanced Options" and that doesn't help.
It feels like there's some setting somewhere that just isn't on for indexing my non-cloud Documents folder.
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Have invested hours into this and getting nowhere. Can't make the move over to this computer if it won't support indexing the documents that I need to put there. Help, please!

Berton · Mar 4, 2022

miloshapiro said:
But if I go to "Indexing Options", it says that the three places it's going to do indexing are Microsoft Outlook, Start menu, and Users (excluding AppData). So ThisPC/Documents should fall under Users, right?
I tried re-indexing there under "Advanced Options" and that doesn't help.
It feels like there's some setting somewhere that just isn't on for indexing my non-cloud Documents folder.

I'll be blunt and say No!

The issue is that any folders showing in the Left panel in File Explorer are in actuality are pointers to or shortcuts of the actual location of the default folders in C:\Users\USERNAMEHERE\etc. You can check or test that by right-click of a folder under This PC and Properties or by renaming a folder then check the actual path. If those folders are properly moved obviously the path to search will have to change.

miloshapiro · Mar 4, 2022

Thank you and there's clearly something to what you're saying because:
1) I double clicked the document in the path that had OneDrive in it
2) I added a fake word ("bgt") and closed the document
3) I went through the non-OneDrive path and found the document
4) bgt was in it!

So I learned that ThisPC is showing me what's on OneDrive, not what's actually on this PC??? Sure enough, when I went down to
C:\users\milo\documents
there was nothing at all in that! So at first, I thought, "aha!" But we're not there yet.

I went to "ThisPC/Documents/Best Buy" to search for bgt, expecting it would find it because I see it in the document coming from that way. Still not finding anything!

Then, I thought, let's do this directly, hopefully taking OneDrive out of the equation.
I went directly to C:\users\milo\documents and created a few folders deep and pasted in a bunch of recipes that now reside at C:\users\milo\Documents\Created-on-C\test-docs\recipes . Then I searched specifically in the recipes folder for "bake". It found two. I thought that odd and checked a bunch of them. Many have the word "bake" in them. Then I added a fake word ("cvcvcv") to one recipe and closed the document. Searched for cvcvcv. Nothing. Wondered if maybe indexing isn't instant, but still nothing.

Starting to feel sorry that I ever got involved with OneDrive. For one thing, the thousands of folders and documents on my Win7 computer have tons of shortcut folders in there. If the Win11 computer is going to re-point them to OneDrive, i don't know if all those shortcuts will stop working.

Thank you again, Berton!!!

Berton · Mar 4, 2022

Glad to have helped, even a little bit. I am not a fan of Cloud storage except for those folks traveling a lot and needing access to documents for their work. I need access to different type of things, mostly diagnostics, for my clients so prefer a USB Thumb drive. For my storage needs I use a NAS drive attached to my Wireless Router and can access from any Wired or Wi-Fi connected computer.

miloshapiro · Mar 4, 2022

Nice. But are you able to give me any more advice here on what I can do to get Win11 to actually find those files? I'm concerned that other experts will see that there's a thread and think no more help is needed, when I only have another piece to the puzzle but no solution.

Berton · Mar 4, 2022

The only thing I can offer, since I don't use OneDrive/iCloud or other Cloud service [my ASUS Desktop of a few years ago even offers one] is to try to copy your files to a special folder you create on a drive with sufficient space.

If you don't mark your post as Solved others should notice it's still open.

Archigos · Mar 4, 2022

miloshapiro said:
Wondered if maybe indexing isn't instant, but still nothing.

I know this doesn't explain a lot of what you're seeing, but you are correct, indexing is NOT instant. The computer will index on a schedule or when it deems the system idle, so it can sometimes take up to a couple of hours for you to notice the files in search if they were freshly moved. (Freshly created files usually get indexed quicker)

As Berton mentioned, just don't mark this thread Solved and people will still assume it's open and offer more advice.

miloshapiro · Mar 6, 2022

I appreciate that info Archigos. I know that some of what I'm going to say below is a repeat, but I'm organizing my thoughts better by saying this more clearly before addressing your comment:
...
The BIG takeaway from work after Berton is that the folder called "Documents" under "ThisPC" is NOT this PC! The path, if I right-click there, is "C:\Users\milo\OneDrive - MyCompanyName". That's so misleading. So I thought that was going to be the full-on "aha!!!"
...
As a test, I drilled down specifically to C:\users\milo\Documents instead of using ThisPC at all. I created several layers of subfolders from there. Into one of them, I pasted about 60 word documents for food recipes I use. So those are all now in C:\users\milo\Documents\Created-on-C\test-docs\recipes . I then put the fake word "cvcvcv" in one of the recipes and searched. Nothing found. I then tried searching on the word "bake" in C:\users\milo\Documents\Created-on-C\test-docs\recipes, hoping to have about half of the documents found since that's such a common word. It found only two. But I then went back and looked at the same bunch of documents on my old Win7 computer's search. Nearly half of the 60 have the word "bake" in them.

I thought along the lines of what Archigos was saying and went to the "Indexing Options" utility which is supposed to index three areas: Outlook, Start Menu, and Users. That third one should certainly take care of everything in both "C:\Users\milo\OneDrive - MyCompanyName" and in "C:\users\milo\Documents" (including all those recipes) . It ran for about 10 minutes and said it completed successfully.
I searched for "Bake" again. Same two documents; not all 30. Then I tried searching all of C:\users\milo\Documents for "cvcvcv" again. Still not finding it.

So I don't think the issue is waiting for indexing, Archigos. And I'm bummed that doing it so clearly in the non-OneDrive folder didn't fix the issue.

Archigos · Mar 6, 2022

Sadly, I don't use OneDrive and I rarely (if ever) search for text within documents, so the only thing I could possibly suggest at this point, there's a program called "Everything" that's like Windows Indexing on steroids. It may help you find the files you need when you want them.

You can find Everything here: voidtools

miloshapiro · Mar 8, 2022

I came to a big discovery today. The index is specifically not working for the CONTENTS of .doc and .docx files. But it does work for .txt, .pdf, .and xlsx! AND, part of the confusion is that it also works on doc and docx if the search word is in the filename...it only ignores the contents. I then looked at forum posts that were similar to this problem and tried a bunch of suggestions, ruling out all of them as hopes. What I think I should do is end this chain and re-post with a subject line that is more accurate and listing what I tried more clearly. Thanks for the support to help get me to learning what I did. I'm going to leave this post open in case it's helpful to others OR in case someone reading this has a new suggestion. Thanks again!

glasskuter · Mar 8, 2022

This was my answer to @miloshapiro in this thread .doc files not appearing in search results I'm posting it again so the followers of this thread can see it.

Interesting development. On my desktop, I made a docx file with the word 'hubble' in the body only, Search found it. I then took the word hubble out of the body and renamed the file to hubble.docx. Search still found it.
In my downloads folder and pictures folder, the file was found both in contents and file name
I did the exact same thing at the root of C: Search did not find it with hubble in the body, but did find it with hubble in the file name.
I moved on to my data drive. With hubble in the body, nothing found, but search did find it when I removed the word from the body and renamed the file to hubble.docx. My data drive DOES have the box checked :"allow files on this drive to have content indexed in addition to file properties."
Makes no sense. It's like it depends on if the file is in a folder it searches both file name and contents but if it's not in a folder it's searching filename only.
Anyone else??

sdowney717 · Mar 30, 2022

miloshapiro said:
I came to a big discovery today. The index is specifically not working for the CONTENTS of .doc and .docx files. But it does work for .txt, .pdf, .and xlsx! AND, part of the confusion is that it also works on doc and docx if the search word is in the filename...it only ignores the contents. I then looked at forum posts that were similar to this problem and tried a bunch of suggestions, ruling out all of them as hopes. What I think I should do is end this chain and re-post with a subject line that is more accurate and listing what I tried more clearly. Thanks for the support to help get me to learning what I did. I'm going to leave this post open in case it's helpful to others OR in case someone reading this has a new suggestion. Thanks again!

Makes perfect sense as flat text in text files is different than a MS word doc, docx.
Open one of those in notepad, and you will see what I mean.

sdowney717 · Mar 30, 2022

example, took a docx and renamed to a .txt, then opened in notepad, recognize anything?

Berton · Mar 30, 2022

Used to be Notepad was best used for plain text, in HTML coding and creating programs [especially non-GUI], has very little hidden coding in the file. Word processors such as Word, WordPerfect, WordPad, WordPro. LibreOffice [roots in the old Star Office/Writer, and others so opening a word processor document as a text file in Notepad shows a lot of 'computer language', the formatting done in those programs.
A .txt file

To manually clear the Windows Defender protection history using the Event Viewer (eventvwr), do the following:

Press Windows key + R to invoke the Run dialog.
In the Run dialog, type eventvwr and hit Enter to open Event Viewer.
Under the Event Viewer (Local) section on the left-hand side of the pane, expand the Applications and Services logs option.
Under this, expand the Microsoft option.
Click on Windows to open the list of all its files on the middle pane.
On the middle pane, scroll down to find Windows Defender from the list of files.
Right-click Windows Defender, and click on Open.
From the two options in the middle pane, right-click on Operational, and click Open to view all the past logs.
Now, under Windows Defender folder on the left pane, right-click on Operational.
Click on Clear Log… on the menu.
Select Clear or Save and Clear based on your requirement to clear the protection history.[\QUOTE]

The same characters in the .txt file renamed to .docx then opened in Notepad

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Also of note, the .txt file is only 1KB while the .docx is 12KB, formatting in a word processor adds a lot of formatting code increasing the file size.