Optimizing Windows Search: Essential Settings You Need to Know
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Chapter 1: Understanding Windows Search
Windows Search often operates in the background, largely unnoticed, until resource consumption alerts users through increased fan noise. Many overlook the significance of knowing what data is indexed by Microsoft's Search feature and whether it aligns with their requirements.
Introduced with Windows 7 as a successor to Windows Desktop Search, Windows Search has evolved into a reliable tool. However, Microsoft appears to perceive search merely as a technological feature rather than a strategic asset. As a result, many default settings have become outdated, often undermined by third-party applications that do not cooperate with Windows Search, and compounded by the shift to cloud storage, which complicates content indexing across diverse platforms.
In its quest to beautify the operating system, Microsoft seems to miss the point that productivity hinges on the ability to efficiently locate and utilize content. As content diversity and the number of storage platforms increase, this challenge intensifies, with Microsoft offering minimal assistance.
Thus, it's crucial to verify the following:
- Ensure that Windows Search indexes only the files that matter to you. Default file types may have been relevant a decade ago, but are they still pertinent today?
- Confirm that the indexer scans only the locations where your important files reside, avoiding both missing relevant files and indexing unnecessary content.
- Manage indexing activity, particularly on laptops, by disabling it when operating on battery.
A Brief Overview of Indexing
The Windows indexing process unfolds in three phases:
- The gatherer identifies all items eligible for indexing and organizes them in prioritized queues. Recent changes are given higher priority, as they are likely to be more relevant in search results. The gatherer can locate pertinent items across various stores, including the file system and Microsoft Outlook, with third-party providers potentially expanding its capabilities.
- The gatherer then forwards items from the queue to Windows Search and other components to collect relevant information, which is then formatted for storage in the Search database.
- Finally, this information is indexed within the Search database, which is stored locally and utilized by various Windows applications to expedite search processes, including those in the local file system, Outlook, and OneNote.
According to Microsoft, an average user has around 30,000 indexable items on their device, while power users may exceed 300,000. If indexing exceeds 400,000 items, performance may degrade, and issues might arise when surpassing a million items, particularly for developers or data scientists who frequently handle substantial data volumes.
Consideration of Disk Space
Another aspect to keep in mind is the disk space consumed by the index database. Microsoft indicates that the database typically occupies around 10% of the indexed content's size. As file numbers and sizes have grown, this can lead to a significantly large database if all content is indexed.
Check Content Indexing
Windows Search can index both the properties and content of files it can interpret. Properties include common attributes like file name, creation date, and size, as well as specific metadata like tags in Office documents or EXIF data from images. This functionality enhances the ability to search files using structured metadata.
For a limited range of file types, Microsoft Search also indexes their content, encompassing common formats like text and Office documents, along with less expected types such as HTML or programming source code files. However, the criteria for indexed file types may seem arbitrary — for instance, why are C++ files indexed while Python and R files are not?
The default list of indexed file types can be found on Microsoft's support page, but additional filters and protocol handlers may be added by third parties when their software is installed.
The dialogue to manage indexed file types, including whether to index content and properties, can be accessed through the following paths:
For Windows 10:
Settings
-> Search
-> Searching Windows
-> Advanced Search Indexer Settings
-> Advanced Options
-> File Types
For Windows 11:
Settings
-> Privacy & Security
-> Searching Windows
-> Advanced Indexing Options
-> Advanced Options
-> File Types
Each file type presents options to either skip indexing entirely, index only properties, or index both properties and content.
Restricting the volume of indexed information reduces the index size and indexing time but may result in lower-quality search results and missed documents.
Check Search Locations
In addition to controlling indexed file types, you can also limit the indexer's search locations. Generally, Windows indexes all files in the Users folder, excluding AppData subfolders, hidden files, and those protected by DRM. Any folder in the home directory that begins with a period (.) is also excluded, as these are typically used for configuration data in Unix-like systems.
Many applications, such as Anaconda, create extensive directories in the home folder that may not be desirable to index. It is wise to scrutinize which folders are included in the indexing path to avoid unnecessary data being indexed.
Microsoft Search covers everything in the Users directory except for the mentioned exceptions. One notable omission is Windows Subsystem for Linux (WSL), highlighting how user-generated content increasingly resides in various locations, including local machines, network servers, and the cloud.
Windows Search Performance
Adjustments can be made to optimize the performance impact of Windows Search indexing. The most significant enhancements stem from selecting appropriate file types and indexing locations. Minor improvements can be achieved by defragmenting the index database, although the actual storage savings might be minimal due to file compression.
A setting in the control panel allows you to reduce indexing activity based on the computer's power plan. To completely disable indexing on a laptop while on battery, a group policy can be established (note: this is not available on Windows Home). Be aware that if indexing is disabled during battery use, search results will not update until the device is plugged in.
To access the local group policy editor, search for gpedit.exe in the start menu. Navigate to:
Local Computer Policy -> Computer Configuration -> Administrative Templates -> Windows Components -> Search
Then enable the setting for "Prevent indexing when running on battery power" to conserve energy.
OneDrive Files On-Demand
By default, files stored in OneDrive are not indexed by Windows Search, as they appear in the user's home folder, but the default OneDrive setting is to download files on demand. Therefore, without downloading, Windows cannot index the properties or content of these files.
To resolve this, you have two options:
- Disable Files On-Demand in OneDrive settings to ensure all files are downloaded for indexing.
- Use federated search from the Start menu or taskbar by typing "documents:" followed by your search query. This will search your cloud services (like OneDrive and SharePoint) but will not include local files, necessitating separate searches for local and cloud-based content.
As user files increasingly migrate to cloud services, Windows Search becomes more fragmented. This raises concerns about the control Microsoft exerts over indexed content and search results. While local search options can be modified as described, Microsoft retains authority over cloud services. If Microsoft decides not to index a specific file type, users have no recourse, limiting competition and promoting Microsoft-approved formats and products.
Conclusion
Microsoft's strategy appears to be steering users toward subscription-based services. With OneDrive, users relinquish control over content search to Microsoft, which also dictates the indexing of file properties and content.
If Microsoft were to provide an open and extensible search algorithm akin to what is available on the desktop, the situation might be more acceptable. Unfortunately, they do not, resulting in a restrictive search environment that favors their products and inhibits fair competition.
This approach is concerning and raises questions about the implications for user autonomy and market competition.
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