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If you have previously saved search queries you use often, you can access them as follows: 

1.  Click on the “down arrow” on the right side of the Search For: box: 

 

2.  Select the favorite search query from the list provided.  It will fill the Search For box 

when you select it. 

3. Click 

Find. 

To run a more advanced search of your files, click the Advanced button. 

The Advanced Search tabs display. 

 

The File Attributes tab allows you to search for files by: 

• 

Name (only a single name may be specified. Multiple words in the Name will be 
will be considered a single long Name with blanks in it.) 

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• 

Path (only the specified directory and its subdirectories will be searched) 

• 

Type (for example, .bmp, .tif, .fax, .doc, .etc.) 

• 

Modified dates (between dates or during a period) 

• 

Size (at least or at most) 

Note that you cannot use the Boolean operators (“and”, “or”, “not”, or “near”) on the 
fields in the File Attributes Tab. 

The Document Properties tab allows you to search for a file by: 

• 

Title 

• 

Author 

• 

Subject 

• 

Keyword 

Note that you cannot use the Boolean operators (“and”, “or”, “not”, or “near”) on the 
fields in the Properties Tab. 

You may use these tabs as follows: 

1.  Enter the criteria you want to search for. 
2. Click 

Find. 

The search results will be the logical “and” of all selections made in the Search For box, the File 
Attributes Tab, and the Document Properties Tab. Only files that satisfy all of the specified 
criteria will be found. 
Note that the contents of the File Attributes and Document Properties tabs are cleared when the 
Basic button is selected, removing the advanced settings display from the work area. 

Favorites Button 
If you use the same search query repeatedly, you can use the Favorites button to save and manage 
them for later use.  [Note: The Favorites button is only visible if “Display List of Search 
Favorites” box is checked in Search Preferences.] To begin the process, click the Favorites 
button: 

 

The currently saved search terms will be displayed in the Favorite Search Terms box. 
To add a new search query to the Favorites list: 

1.  Type the search terms in the New Search Term box. 
2.  Click the Add button. 

Sharpdesk User’s Guide 

To remove a search query from the Favorites list: 

1.  Select the search term you want to remove in the Favorite Search Terms box 
2.  Click the Remove button. 

When the Favorites list is the way you want it, click OK and exit.  If you change your mind, 
click Cancel to put the Favorites list back the way it was and exit. 

You can customize your search options – the indexes to be searched, the number of matches to 
display, the default result view, and the fields displayed – using the Preferences option. 
To display the Preferences page: 

1.  Choose Preferences from the Search option in the Tools menu. This can also be selected 

from the Search drop-down on the toolbar, or the Search Home page. 

 

2.  Select which Indexes you want searched by default. Click All to select all databases. 
3.  If you want the Favorites selection button to appear in the Search For box, check the 

Display list of Favorite Search Terms box.  This box must be checked to be able to 
manage the list using the Favorites button on the Advanced Search display.  If the 
Display Favorites box on this page is unchecked, the Favorites button will not be present 
on the Advanced page. 

4.  Indexes to be searched are displayed in the Search Area of the Search Home page. If you 

do not what them displayed, uncheck this checkbox. 

5.  Use the Up/Down arrows to change the number of matches which will be retrieved 

during the search or type in a number manually. 

6.  Select a default search results view – Summary or Detail. 
7.  By default, all fields except Abstract are checked  in Detail view. If you do not want a 

field displayed, uncheck its check box. 

8.  By default, all fields except abstract are checked in Summary view. If you do not want a 

field displayed, uncheck its check box. 

9.  After making your selections, click Save. 

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When initially installing, Sharpdesk allows creation of indexes containing specified folders, sub-
folders and file types making file retrieval fast and efficient.  You can edit this index, or create up 
to 19 additional indexes providing you with great flexibility in searching for files.  You also have 
the option of manually updating your index(s) or scheduling a daily or weekly automatic index 
update.  

To create a new index database: 

1.  Choose Index Databases from the Search option in the Tools menu. This can also be 

selected from the Search drop-down on the toolbar, the Search Home page, or the 
Indexing Schedule page. The following view will be displayed: 

 

2.  Click the Create button.   

The Index Database Creation Wizard begins.  

 

Sharpdesk User’s Guide