How to Find Files on Your Computer
Learn how to search for and find documents, photos, and other files on your Windows or Mac computer when you cannot remember where you saved them.
What you will learn
In this guide, you will learn how to find files on your computer when you have forgotten where you saved them. You will learn to use the search function and browse common folders.
What you need
- A computer (Windows or Mac)
Step-by-step instructions
Step 1: Check the common folders first
Most files end up in one of these standard folders:
- Documents — letters, spreadsheets, text files
- Downloads — anything downloaded from the internet
- Desktop — files saved directly to the desktop background
- Pictures — photos and images
On Windows: Open File Explorer (click the folder icon on the taskbar). The common folders appear on the left side.
On Mac: Open Finder (the smiley face icon in the dock). The common folders appear in the sidebar.
Step 2: Use the search function on Windows
Click the search bar at the bottom of the screen (or press the Windows key and start typing).
Type the name of the file, or even just part of the name. Windows will show matching results from your entire computer.
For a more targeted search, open File Explorer and use the search bar in the top-right corner. This searches only within the current folder and its subfolders.
Step 3: Use the search function on Mac
Press Cmd + Space to open Spotlight, a search bar in the centre of your screen.
Type the file name or a keyword. Spotlight shows results instantly, including documents, photos, emails, and applications.
For a more detailed search, open Finder and press Cmd + F. You can filter by file type, date modified, and other criteria.
Step 4: Sort files by date
If you remember approximately when you last worked on the file, sort by date:
On Windows: Open File Explorer, navigate to a folder, and click the Date modified column header to sort by newest or oldest.
On Mac: In Finder, click View > as List, then click the Date Modified column to sort.
The file you worked on most recently will appear at the top.
Step 5: Search by file type
If you know the type of file you are looking for, search using the file extension:
- .docx — Word documents
- .pdf — PDF files
- .jpg or .png — photos and images
- .xlsx — Excel spreadsheets
- .mp4 — videos
Type the extension in the search bar (for example, .pdf) to see all files of that type.
Tips
- Get into the habit of giving files descriptive names when you save them. “Tax return 2025” is much easier to find than “Document1.”
- Create a simple folder structure. For example, a main folder called “Personal” with subfolders for “Medical,” “Finance,” and “Family.”
- If you frequently lose files, consider keeping everything in one main folder like Documents and using search to find what you need.
- On Mac, you can use Tags (coloured dots) to mark important files for quick access later.
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Frequently asked questions
What if I cannot remember the file name?
Try searching for a word you know is in the file, or search by file type. For example, searching for .pdf will show all PDF files. You can also sort files by date to find recently modified ones.
Can I search inside documents?
Yes, on both Windows and Mac. The search function can find words inside documents, not just file names. This works best with text files, Word documents, and PDFs.
Where do downloaded files go?
By default, files you download from the internet go to the Downloads folder. On Windows, open File Explorer and click Downloads on the left. On Mac, open Finder and click Downloads.
How do I find photos I transferred from my phone?
Check the Pictures folder first. If you used a cable, photos may also be in the Downloads folder or on the Desktop. Search for .jpg or .png to find all photos on your computer.
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