CBA Record July-August 2015

50 / 60

50 JULY/AUGUST 2015
LPMT BITS & BYTES
BY CATHERINE SANDERS REACH
Super Search Tips
Catherine Sanders Reach is the
Director, LawPracticeManage-
ment & Technology at the CBA.
Visit
for articles, how-to videos,
upcoming training and CLE,
services and more.
You can be as organized as you want
to, but having good search tools
on hand is an essential element to
a digital office. Understanding how to use
what you have built into your operating
system is key. However, there are more
robust options that let you search farther
and better that might be appealing.
Windows 7/Vista/8/10 and Mac OSx
have good search tools built in. Windows
users with Microsoft Office, including MS
Outlook, can search local drives, network
drives and email folders with a few clicks.
Click on the Start button and type your
keywords into the space labelled “Search
Programs and Files”. Don’t forget you can
use Boolean filters in your search such as
AND, NOT, OR in all capital letters, or
search for phrases by using quotes around
the phrase. You can also combine Boolean
filters and file properties to further narrow
your search, such as looking for terms in a
file with a specific author such as author:
Catherine (encryption AND email). You will
begin to get results and can quickly narrow
your search to specific indexes by choosing
to limit to MS Outlook, files, pictures, etc.
Or choose “More Results” to see all results
and then limit and sort your search results
by document type, date, author, location.
You will need to be in “detail” view to see
the column headers to click on to sort and
limit your results. If you want to be able
to search specific files and folders in the
default search you will need to change your
indexing and search options in Windows
7. In the Start menu click “Control Panel”
and choose “Indexing Options”. This
will show you what information is being
indexed and available when you search
from the Start menu. If you want to add
a new location click on “Advanced” and
scroll to add another folder.
Enhanced Searches
A limitation of the Windows search is that
it only indexes limited file types, primarily
Office documents and PDFs. If you need to
be able to index more file types, or are seek-
ing enhanced search check out third party
desktop search engine, such as Copernic
Desktop Search or X1. These programs can
search within multiple file formats, at the
speed of light. Of course, the added bonus
is that these desktop search tools not only
search the research folder, but also your
entire hard drive or specified network drives.
You will have a fighting chance at finding
files, emails, and more on your desktop,
even if you haven’t been very organized.
X1 and Copernic are two sophisticated
desktop search engines that make finding
content on your local machine, networked
drives, or external drives a snap. Super-
fast, imbued with bells and whistles, and
reasonably priced, these tools have been
around for some time. But, the developers
have not rested on their laurels. Both of these
super powered search tools now offer mobile
apps, to let you search your data on the go.
With myCopernic On the Go! you can
search your computer remotely from your
smartphone, iPad or remote PC (sorry,
Windows only). You will need to install
the myCopernic Connector for it to work.
Then from your device you can login to
myCoperic On the Go! to access search
for your files. You will need Internet access,
and functionality is delivered through a
web-based app, not a native app. Because
of that it works on just about any device
with a browser, including BlackBerry. This
service costs $9.95 annually, in addition to
the $50 for Copernic Professional Desktop
Search (though it is not necessary to have
Copernic Professional Desktop installed).
X1 Mobile Search
A native app for iPhone or iPad, this free
app will let users search their Macs or
Windows PC with or without having X1
Professional Client installed (although they
do mention it works best with X1 search).
X1 Mobile Search also lets you view and
display files, share files, and download files
for offline use. Setup includes downloading
the X1 Mobile Search app from the iTunes
store and installing the Windows or Mac
version of X1 Mobile Connect. Connec-
tions are protected by x.509 PKI based
two-factor authentication and RSA pow-
ered SSL/TLS.
LPMT Tip of the Month
To Allow or Not to Allow Client Reviews on
Facebook: Choose Your Category Wisely
Whether or not a person can leave a review of
your lawfirmon Facebook is determined by how
you are categorized. Only pages categorized as
“Local Businesses”have the ratings and reviews
section. If you’d rather not let clients leave
reviews, switch the category to “Companies &
Organizations.” (Please note, “Local Business”
pages also have a map feature and defined
subcategories, whereas “Companies and Orga-
nization”pages do not).
Want to know more? Check out the LPMT Divi-
sion at