| Finding that elusive document or email message that you just know you saved "somewhere" on your computer can be a challenge. Hunting and pecking through directories and folders can be a time consuming and frustrating process. Advanced Search features that are readily available in your Microsoft Office™ programs can be a big help. There is also a new generation of desktop search engine tools, like Google Desktop™, that provide the power of Internet-like searching in the privacy of your own personal computer. |
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| While document management systems like HummingBird DocsOpen®, NetDocuments®, Interwoven WorkSite® or WorlDOX®, with their robust document search and retrieval features, are mainstays in most mid- to large law firms, for many solos and small firms, the tech budget does not always have room for a sophisticated document management system. Fortunately, the tools that you know, like Microsoft Windows XP™ and Microsoft Office™ provide some built-in document management-like searching functionality – you just need to know where to look. |
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| Windows XP Search: If you right click on your Microsoft Windows™ Start menu button, you will find shortcuts to a number of features, including the Search tool. Selecting Advanced Search will allow you to enter key search words or phrases, specify the directory to be searched (i.e., "My Documents"), and enter date range and other selection criteria. Microsoft Windows XP™ also includes an indexing option, which takes a while to initially set up – but allows you to run much faster searches going forward. For more information on Microsoft XP's Search feature, see http://support.microsoft.com/default.aspx?scid=kb;en-us;308895. |
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| Microsoft Word Search: If you're right at home in Microsoft Word (as most attorneys are these days) you can perform searches across all of your Microsoft programs right from the Word toolbar. Select File, Open, click Tools, select Search. The Basic tab allows you to choose which directories/folders to search and which file types you're looking for (Word, Excel, PowerPoint, etc.). The Advanced Tab allows you to provide more restrictive criteria, such as revision dates. For more information on Microsoft Word's Search feature, press F1 in Word or click the Help menu and look for Advanced Search. |
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| Google Desktop™: Google Desktop™ is a free application from the search engine gurus at Google. Similar to Microsoft's built in search features, Google Desktop is a standalone search engine that runs on your personal computer. With this nifty tool, savvy lawyers can harness the power and familiarity of Google's search technology for their own case files and data. For more information regarding Google Desktop, see http://desktop.google.com/gettingstarted.html |
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| Rhonda M. Jenkins is the former President/CEO of Legal Web Technologies, LLC, and is currently working as an Associate Director for Navigant Consulting, Inc. The information contained herein is in no way intended to provide legal advice, and is subject to all of the terms of use of this web site. |
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