Locator is a “professional file finder” designed to help businesspeople deal more efficiently and effectively with their overwhelming number of documents and files. Locator helps you find documents and files faster on PCs and Macs, on other “local” storage media (e.g., network drives, removable disks, etc.), and on cloud-based services (e.g., Apple iCloud, Dropbox, Google Drive, Microsoft OneDrive/Teams/SharePoint, etc.), all with a single, speedy search. #FindFilesFaster

The image below (and available at https://locatorlocator.com/locate-here/) shows the top part of Locator’s main screen with the “Locate here…” field highlighted (it’s highlighted only in the image, not in the application). In this search field is an “X” at right, Locator’s “Clear” button to start a fresh search. Below the “Locate here…” field are “SmartList” buttons for instant access to Documents, Presentations, Spreadsheets, Office files, Media files, Favorites, and more. Finally, in the column to the left are the first of the “Filters” for narrowing searches by file name, file content, or both). Relevant files are displayed in a “Results List” with their associated attributes shown in various columns, each of which has corresponding sort controls.

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In a word, yes! And soon it will be available on smartphones and tablets, too.

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To get started with Locator, sign up for your free Locator account (additional premium features coming soon):

• Go to https://LocatorLocator.com/Downloads.
• Download, install, and launch the Windows or macOS version of Locator.
• After starting the application on your computer, enter your email address and follow the account creation process.

Sign in with your new account credentials.

This image (https://locatorlocator.com/create-account/) shows Locator’s login screen (after launching the application) with the blue “Create Account” link highlighted by a yellow rectangle.

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Yes, it is safe. Locator is new-to-the-world software. As with other new software that Windows has not yet seen in volume, Microsoft has paused installation and is warning that “Windows protected your PC.” This is a standard warning and not a judgment about the application. You can confidently proceed as follows:

• From the screen with the warning, click on the “More info” link.
• Choose the button to “Run anyway.”

After that, installation should proceed smoothly. If you encounter issues or have questions, please use the AI chatbot on the homepage or FAQ page (lower right), call or text Locator Technical Support at 412-440-8930, or email us at support@locator.team.

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Yes, it is safe. When you encounter this warning, you can confidently click Open. In the unlikely case that Locator operation is still blocked:

• Click the Apple icon in Mac’s top-level menu (upper left) and select System Settings (AKA “Preferences” in older versions of macOS).
• From the lefthand column, select Privacy & Security.
• Scroll down the righthand side to find a message indicating: “Locator was blocked from use because it is not from an identified developer.”
• Below this message, click Open Anyway and proceed normally.

If you encounter issues or have questions, please use the AI chatbot (Miss File) on the homepage or FAQ page (lower right), call or text Locator Technical Support at 412-440-8930, or email us at support@locator.team.

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Yes, you must create an account to use Locator. After installing Locator on your PC or Mac, launch the application and follow the Create Account process:

• Enter your email address (your “work” email address is recommended but not required) and click Continue.
• Enter your first name and last name and click Continue.
• Select and confirm a password. Locator requires a minimum 12-character password with at least one uppercase letter, one lowercase letter, one number, and one special character. The Continue button will turn blue when these conditions are met.
• Check your email for a confirmation code and enter that code to complete the process.

With your new account credentials, log in to Locator to start finding your files faster.

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If you didn’t receive a code and you’re still on the Creating Account screen, click the blue link to Resend Code. Be sure to check your Spam folder.

If you still can’t find the code, call or text Locator Technical Support at 412-440-8930, or email support@locator.team, and we will complete the process for you.

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On the Locator Login screen, click the blue Forgot Password link and follow the process. You’ll receive a code by email as the first step.

If you encounter issues or have questions, please use the AI chatbot on the homepage or FAQ page, call or text Locator Technical Support at 412-440-8930, or email support@locator.team.

This image (https://locatorlocator.com/forgot-password/) shows Locator’s login screen (after launching the application) with the Forgot Password link highlighted by a yellow rectangle.

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Locator must be connected to your file sources (AKA Locations) to enable finding files. A one-time configuration allows Locator to index your files across your computer and cloud services (Apple iCloud, Dropbox, Google Drive, Microsoft OneDrive/Teams/SharePoint, etc.).

When you first log in, you’ll see the Locations Connections Configuration drawer (a slide-up panel). Start by connecting your Standard Folders (Desktop, Documents, Downloads, Music, Pictures, Movies/Videos). You can also add other folders or external drives.

In the Connect Cloud Locations section, select the desired cloud services and follow the prompts (typically via a browser-based OAuth process).

This image (https://locatorlocator.com/connect-file-locations/) shows the Locations button highlighted by a yellow rectangle, with arrows pointing to buttons for connecting local and cloud file locations.

After configuring your locations, click Close (upper right) and start finding files faster. You can return to this drawer anytime via the Locations button.

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Yes. Click the Locations button in the upper right area anytime to connect, disconnect, rename, or manually sync locations.

Locator never copies, modifies, moves, or stores your actual files. It simply indexes them and points you to them when relevant. All file access remains under your control.

This image (https://LocatorLocator.com/connect-file-locations/) shows the Locations Connections Configuration drawer with buttons for connecting local and cloud file locations.

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Absolutely! From Locator’s main screen, click Locations to open the configuration drawer. From there, you can:

• Connect Standard Folders
• Add Other Folders
• Add External Drives
• Adjust sync intervals
• Trigger manual syncs

When finished, click Close to begin locating your files.

This image (https://LocatorLocator.com/connect-file-locations/) shows the Locations drawer with emphasis on local file connections.

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Yes. In the Locations drawer, expand the Connect Cloud Locations section and choose the desired service:

• Apple iCloud (no OAuth required on Mac)
• Dropbox
• Google Drive (multiple accounts supported)
• Microsoft OneDrive/Teams/SharePoint (with multiple accounts allowed – e.g., Work, Personal, etc.)

Follow the browser-based OAuth prompts and grant the requested permissions.

When finished, click Close to start locating your files. Revisit these settings anytime to manage cloud connections or sync frequency.

This image (https://LocatorLocator.com/connect-file-locations/) highlights cloud connection buttons in the Locations drawer.

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The gear icon in the Locations Filter (left column near the top) performs the same action as the Locations button in the upper right. It opens the Locations Connections Configuration drawer.

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Locator is currently free to use. Based on user feedback, we plan to introduce a future pricing model—likely a freemium approach—where most features remain free with possible usage limits, and advanced features are available via subscription.

If you have pricing suggestions or feature ideas, please contact us at info@locator.team.

Once you’ve connected one or more of your local folders and/or cloud storage services (also known as “Locations”), close the Locations “connections configuration drawer” by clicking the blue “Close” button (upper right). You should be on the main screen in the Locator application. If at any time you don’t see Locator’s regular interface, you’re likely in one of the Settings modes. If that happens, look for a blue button in the upper right (or sometimes elsewhere), that says “Close” or “Close Settings” to return to the main interface.

Next, take a short product tour (if it’s not offered automatically…or anytime you want to repeat the tour) by clicking the circle-i icon in the upper right (next to the chatbot button). With that, you now have a basic understanding of Locator.

To find your files, in the “Locate here…” box, enter any word or phrase. Locator will display documents and files that have your search term in their filename, in their path name (in the hierarchy of “parent” folders), or in their content. (Note: The top Filter (left column) allows you to include or exclude name matches or content matches, as desired.) Or use the blue “SmartList” buttons below the “Locate here…” box (“Documents,” “Images,” “Presentations,” “Spreadsheets,” etc.) to instantly narrow your search to that specific type of files.

In either case, by default your files are listed from newest to oldest (AKA reverse chronological order) because the files you’ve been working with lately are most likely what you’ll need next. However, you can instantly reorder your results by “Name,” “Type,” “Date,” or “Size,” by clicking the up/down arrows associated with each attribute (in the column headers). You can also filter your results using any of six filter types in the left-hand column (Name/Content consideration, “Locations,” “Tags,” “Dates,” “Sizes,” and [file]“Types” filters).

To start a new search, click the “X” (AKA Clear) in the right side of the “Locate here…” box. That clears the current selections (any search text, filters, SmartList choices, etc.) so you can start a fresh search.

This image (https://locatorlocator.com/locate-here/) shows the top part of Locator’s main screen with the “Locate here…” field highlighted by a yellow rectangle. In the right side of this field is an “X,” Locator’s Clear button to start a fresh search. Below the “Locate here…” field are “SmartList” buttons for instant access to Documents, Presentations, Spreadsheets, Office files, Media files, Favorites, and more. Finally, in the column on the left are “Filters” for narrowing searches in a variety of ways, meaning by Name and/or Content matches, “Locations,” “Dates,” “Sizes,” and file “Types.” Relevant files are displayed in a “Results List” with their associated attributes shown in various columns, each of which has corresponding sort controls.

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To open any file shown in the Locator “Results List,” simply click or tap it. Hover briefly over any file name and you’ll see a popup with “Open File” and “Open Folder” options (meaning the file’s enclosing folder) along with an icon indicating the file’s location and the full file path. Right-clicking (AKA control-clicking [PC] or command-clicking [Mac]) in the associated file Type column provides additional options including handy “Omit From Results” choices that can help rapidly narrow your search.

This image (https://locatorlocator.com/results-list-open-file/) shows the context menu related to a selected file in Locator’s Results List. “Open File” is highlighted but not yet selected. “Open Folder” is available as an alternative.

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Yes, you can change the file-click behavior (open file vs. open folder) by clicking “Settings” (upper right) > “Preferences” > “Search Results” and changing the “Local File Click Action” and/or “Cloud File Click Action” to another option, as desired. Make sure to “Apply” your changes before selecting “Close Settings” (upper right).

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Absolutely! After authorizing access during “Locations” setup, Locator typically lets you access your cloud files with just one click (easier and faster than ever before). Depending on your configuration, click or right-click on a cloud file and Locator will use your default browser to access the service and open the file. Cool, huh? That said, sometimes there will be “login required” exceptions due to timeouts.

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Yes, you can change the browser that Locator uses to open your cloud files, but not in the Locator settings. Locator employs the browser set as “default” or “preferred” in your operating system (macOS or Windows) or within the browser itself. To change this preference, please refer to the respective OS or browser instructions. After making changes, Locator will adopt the updated preference.

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To see and/or locate folders, on the main screen in the “Filters” column at left, click +Types filter (the last of your six major filters) and select the checkbox for Folders.

To see only folders (no files), in the “Types” filter (NOT in the SmartLists row) click “All” two times (essentially selecting and then deselecting all file types), and then click the Folders checkbox to see only those results.

This image (https://locatorlocator.com/folders-visibility/) shows the Folder option selected alone in the +Types filter. Also note the “Save” option highlighted in the upper right. With that, you can save any configuration of search word(s), Filters, and Sorts (including only folders, as shown) to your Personal SmartLists.

While Locator excludes folders by default (recommended), you may change this behavior, if desired. Go to Settings > Preferences > Initial View and in the first group (All Documents and Files), check the box for Folders. Notice while there, you can also select whether Name and/or Content matches are included in your Results List.

Be sure to Apply changes before selecting Close Settings.

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Unless you’re searching for a specific folder name, including folders can often lead to Results List clutter, impeding or slowing finding your files. What sets Locator apart is its ability to identify files within folders that match your search criteria, even if the files themselves don’t (by considering the “path” name). This means you can effortlessly locate relevant files without being bogged down by unnecessary folder hierarchy.

While Locator excludes folders by default (recommended), you may change this behavior, if desired. Go to Settings > Preferences > Initial View and in the first group (All Documents and Files), check the box for Folders. Notice while there, you can also select whether Name and/or Content matches are included in your Results List.

Be sure to Apply changes before selecting Close Settings.

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As you type a word or phrase in the “Locate here…” box, notice that your search results change (update) with each letter you type or delete. This is referred to as “Live Text Search.” It’s like the auto-suggest feature available in select advanced apps. Live Text Search is a configurable option (default: On) in Settings > Preferences > Search Results.

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The pros of using “Live Text Search” include that your results are usually available faster. Further, you may discover that you often find the desired file even before you’re finished typing your full word or phrase.

A possible downside of using “Live Text Search” is that Locator is effectively doing a new search with each letter typed. If you’re on a slow machine or dealing with a very large number of files, you may prefer to turn off this feature. With “Live Text Search” turned off, you’ll see your results when you hit instead.

Live Text Search is configurable in Settings > Preferences > Search Results.

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To start a new search, click the “X” (AKA clear) in the right side of the “Locate here…” box. This clears any previous search text and sets all controls (Filters, SmartLists, etc.) back to your chosen “initial search area” and state. Please note that Locator uses the term “clear” in this situation, not “reset.” The latter term is used to describe setting the application back to its initial state (AKA factory defaults) and deleting your Locator configuration and application data, for example if closing your account.

This image (https://locatorlocator.com/locator-clear/) shows the top part of Locator’s main screen highlighting the “X” (AKA clear) in the right side of the “Locate here…” box.

The “Results List” is the list of files on Locator’s main screen. When you hit the “X” (AKA Clear), your search area is restored to your configured starting point (typically “All” your documents and files), and Filters and SmartLists are reset.

Whenever you type in the “Locate here…” box, click on a SmartList (e.g., “Documents,” “Images,” “Presentations,” “Spreadsheets,” “Favorites,” etc., across the top), and/or set any combination of Locator’s filters (“Name and/or Content” match, “Locations,” “Tags,” “Dates,” “Size,” and [file]“Types” in the left-hand column), your “Results List” will update to show the files that match your search and filtering criteria.

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Yes, you can easily change the “Results List” sort order. At the top of your “Results List,” the “Name,” “[file]Type,” “Date,” and “Size” fields have sort arrows. The current sort order is indicated by one of the eight arrows in blue (newest files first by default). Click on the arrows to sort by the associated attribute.

For example, in the “Name” field: – Clicking the arrows once will sort alphabetically (A to Z). – Clicking the arrows a second time will sort reverse-alphabetically (Z to A). – Clicking the arrows a third time will return the list to its original order.

This image (https://locatorlocator.com/column-sorters/) highlights the four column sort order buttons. The default order is reverse chronological (newest to oldest).

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Locator presents a total of 250 results by default. You can decrease or increase this default, up to 500 total results (click Settings > Preferences > Search Results > Max Results per Search).

When you’re not finding what you’re looking for, perhaps because it’s not included in the “Results List” as shown, try the following:

• Use the sort options (see arrows next to the column headings titled “Name,” [file] “Type,” “Date,” or “Size”) to focus your results.
• Use the Filters in the left-hand column below the Locator logo:
  • Locations Filter
  • Tags Filter
  • Dates Filter
  • Size Filter
  • [file] Types Filter
• Try a different word or a longer, more specific phrase.

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In practice, with Locator you’ll typically find what you’re looking for at or near the top of your search results list. At the risk of appearing a bit “nanny state,” we believe that manually reviewing an excessive number of results (more than 10 to 20) isn’t the best approach.

When you don’t find what you’re looking for among the initial results, it’s typically faster and more efficient to try a different search phrase or narrow your results with SmartLists and/or filters instead.

In addition, while Locator is fast, it’s even faster when retrieving fewer results. This is especially important if you’re using a slower computer.

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When you don’t see what you’re looking for among the initial results, it’s typically faster and more efficient to narrow or focus your “Results List.” Some of the best techniques include:

• If you know what type of file you’re looking for, select the appropriate blue SmartList button (below the “Locate here…” field), such as:
  • Documents
  • Images
  • Presentations
  • Spreadsheets
• If you’ve already selected a SmartList and/or know the specific file extension you’re looking for:
  • Open the +Types filter in the left-hand column.
  • Narrow your focus to the specific file extension(s) of interest (e.g., `.doc`, `.docx`, `.pdf`, `.gdoc`, etc.).
• While results are typically shown in reverse-chronological order, you can use the column header arrows to sort by:
  • Name (A–Z or Z–A)
  • Type
  • Date
  • Size
• You can fine-tune date and size ranges by opening the corresponding filters in the left-hand column.
  • Looking for a video file that’s gi-normous?
  • Trying to find large files eating up storage?
  • Set the Size Filter to 100 MB and larger.
• Use the +Tags filter to:
  • Find files with a specific tag
  • Find other files with the same tag
  • Find files with combinations of multiple tags

Searching by tags is a topic in its own right and is highly recommended.

Finally, you can always try a different search term or a longer, more specific phrase.

In practice, narrowing any individual search instead of manually scanning a long list of documents and files will almost always get you to your desired result faster. That’s why we say with Locator, you actually find time.

Once you’ve created a valuable Results List, consider saving it for instant access in the future. Click the disk icon (Save) to the right of the Locate here… box.

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Yes. In addition to using Filters, SmartLists, and column sorting, there are three other useful options available when you right-click on the file Type field associated with any file:

• Omit From Results

– Type: [this file extension] All files with that extension will disappear until you clear your search. – This File The selected file will disappear until you clear your search. – All Files in This Folder All files in that folder will disappear until you clear your search.

If a temporary omission proves useful, consider switching that file type to Hidden to avoid repeating the process.

Omit actions apply only until your next Clear.

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Locator considers all folder names in a file’s path when finding results that could be relevant. In some cases, a file may not match your search term directly, but a folder containing that file does.

Locator searches all folders simultaneously (including cloud storage services) while maintaining relevant folder awareness, allowing it to find files more reliably than traditional hierarchical search methods.

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There is no scenario under which Locator can delete any local or cloud files.

If you can’t find a file, it’s typically due to one of the following addressable issues. Please explore them in order:

• Search parameters are excluding the file
  • Click the “X” in the “Locate here…” box and try again.
  • Clear the search a second time if needed.
• The file’s location is not selected or not synced
  • Open the +Locations filter.
  • Expand each location and verify relevant folders/accounts are selected.
  • Trigger a manual sync by hovering over the file count and clicking Sync.
• The file’s location is not configured
  • Click the Locations button (upper right).
  • Reconnect local folders, external drives, or cloud services as needed.
  • Trigger a sync and retry your search.
• Initial View or SmartLists are narrowing results
  • Clear the search.
  • Click All in the SmartLists.
  • Expand SmartLists and verify expected types are enabled.
  • Adjust Settings > Preferences > SmartLists if needed.
• The file is categorized as Hidden
  • Open +Types.
  • Deselect all types.
  • Select Hidden and retry your search.
• Last resort
  • Use OS or cloud-native search tools to confirm the file exists.
  • If confirmed, contact Locator Technical Support for assistance.

To connect (or disconnect, rename, or manually sync/scan) locations, click the Locations button in the upper right area. The connections configuration drawer (a slide-up panel) will open.

Notice that there are two different groups of locations: Local and Cloud. Click the appropriate caret (the “>” forward arrow) to reveal group detail if not displayed. The caret will then point down (“v”) and you’ll see the various choices in that group.

In this drawer you’ll find an expanding list of sources you can include for locating. Click on the desired local location (folders and files on, or connected to, your computer) or cloud service name (Apple iCloud, Dropbox, Google Drive, Microsoft OneDrive/Teams/SharePoint, etc.) and follow the requested process.

This image (https://locatorlocator.com/connect-file-locations/) shows the Locations button highlighted by a yellow rectangle, with arrows pointing to buttons for connecting local and cloud file locations.

When finished, click the blue Close button (upper right area) to dismiss the configuration drawer and continue locating your files.

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To disconnect or remove a location from Locator’s search area, click the Locations button in the upper right area. The connections configuration drawer (a slide-up panel) will open.

Below the local and cloud connect groups, you’ll see a list of all currently Connected Locations.

Find the relevant location in this list and in the corresponding Action column (right side), you’ll see a delete button (trashcan icon). Click it and confirm disconnection (AKA “Stop locating”). When finished, select the blue Close button in the upper right to continue using Locator.

Note: This action does not change or delete any folders or files on your computer or at any other location. Instead, it simply disconnects Locator from that source so that its files are no longer findable by the app.

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On the main screen, your configured locations are listed in the left-hand filters column (look for the +Locations filter). After clearing your last search, in the Filters list click +Locations to show your list of locations. All of them should be selected (AKA checked) and ready for simultaneous search.

If some locations are not selected, manually select the associated locations’ checkboxes, as desired. Click the caret (small pointer) next to any location to show more detail. If a Location checkbox can’t be selected, it’s not configured in Locations settings.

If you don’t see one of the locations where you store files, you may be able to add it. Start the process by clicking the Locations button in the upper right area (next to Settings).

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After clearing your last search, your configured locations are available in the +Locations filter (see left-hand side Filters column). Click the caret (small pointer) next to any location to see more detail and use the checkboxes to select or unselect the target locations for your search.

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Yes, you can always see the exact file count. Hover your mouse over 99999+ (without clicking it) and a pop-up will display the exact number of files.

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Yes. If you are looking for just Office documents, Media files, or Favorites, those options are preconfigured as fully customizable Personal SmartLists.

You can adjust precisely which files are included in Office, Media, or Favorites groups. Start by clicking the desired choice and then use any of the Filters to narrow, expand, or otherwise customize the files you’re seeing. You can also choose the sort order (alphabetically, by type, by date, or by size).

Once you’ve got the exact set of interest, click the Save button (disk icon) to the immediate right of the Locate here… box and then Update the corresponding button. To confirm the change, click the blue OK button; otherwise, choose Cancel instead.

Notice that you can save any arbitrary search result set following the same process. So called Personal SmartLists appear in the second row of SmartLists.

This image (https://locatorlocator.com/locator-save-search-personal-smartlists/) highlights the Save button (disk icon) for saving useful searches for future access (AKA Personal SmartLists).

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Yes, you can change the files and a variety of other parameters in your Personal SmartLists (Office, Media, and Favorites collections). The process involves steps that parallel what you do in a typical live search.

Start by clearing your last search then:

• Click the Personal SmartList button that you want to modify (Office, Media, or Favorites). This shows results based on your current configuration.
• Next (still in live search mode), make your desired adjustments to any of the filters (Name and/or Content inclusion, + Locations, + Tags, etc.). Change other options, such as column sort order, so that the Results List reflects exactly what you want to see in the future.
• Finally, click the Save button (disk icon) to the immediate right of the Locate here… box and then Update the corresponding button. To confirm the change, click the blue OK button; otherwise, choose Cancel instead.

Notice that you can save any arbitrary search result set following the same process. So called Personal SmartLists appear in the second row of SmartLists.

This image (https://locatorlocator.com/locator-save-search-personal-smartlists/) highlights the Save button (disk icon) for saving useful searches for future access (AKA Personal SmartLists).

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No, you do not need to update the Initial View settings after changing the associated button(s). If your Initial View was already set to Office (for example), and you’ve just modified the Office button, your Initial View will change to match the modified button and its associated file set.

To review or change your Initial View settings, select Settings > Preferences > Initial View. Be sure to Apply changes before selecting Close Settings.

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Yes, you can set your Initial View as desired. To do so, from the main screen click/tap Settings (upper right) > Preferences > Initial View and select any one of the four Initial Views. Make sure to Apply your changes before selecting Close Settings (upper right).

The selected option represents your starting point after clearing your last search. You can always select any other SmartList or file types as needed (before or during any search) to temporarily broaden (including All on the left of SmartLists) or narrow your targeted search area.

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Most people typically work with a specific subset of their files (say Office documents), rather than with all files they have access to. If this applies to you, narrowing your Initial View can help you find your files faster by searching a more targeted (smaller) area.

Regardless of your selection (All Documents and Files [Default], Office Documents, Media Files, or My Favorites), you can always temporarily adjust your search area as needed for any search. To do so, click the desired SmartList option (the blue rounded rectangles below the Locate here… box).

Note that there is an expander (>) on the right of the SmartLists to access more choices. Similarly, the +Types filter gives you even more options. Once selected, your text search will apply to your selected set of files.

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Locator does not yet fully support Apps but will in the future.

However, for Mac users only, you may experiment with Locator’s preliminary apps capability. It’s important to note that there are likely two different Applications folders on your Mac:

• /Applications
• /Users/[username]/Applications

The first (top-level) folder is the one you’ll want to add to Locator’s search space. To facilitate this, ensure that Macintosh HD is in macOS Finder’s Favorites list.

From Locator’s main screen, click/tap the Locations button in the upper right area. If the Connect Local Locations group detail is not displayed, click the caret (the “>” forward arrow). It will then point down (“v”) and you’ll see the various local choices.

Select the Other Folders + button. When Locator invokes Finder, click on Macintosh HD > Applications > Open. Next, back in Locator click the blue Save button (lower right). Click Close (upper right) to exit the Locations drawer.

After Clear, you’ll see a new SmartList called Applications, along with a matching folder in the Locations Filter list.

When you first launch a Mac-based application using Locator, grant the requested macOS Privacy & Security permissions by turning on the associated switch in the macOS App Management settings. You’ll be asked for your macOS password or biometric verification and to Quit and Reopen Locator.

Note: Adding the Applications folder to Locator can introduce significant file clutter. In that case, you can hide unneeded file extensions (see Hidden files) and/or modify your Application SmartList components. If neither of these options provide sufficient relief, remove the Applications folder instead. Kindly provide us with your feedback on this evolving capability.

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Yes, you can easily restore Office, Media, and Favorites SmartLists to their initial “default” settings. Click Settings (upper right), then select Initial View (under Preferences). Click the red Defaults button (upper right) and confirm your choice. Before you leave this area, review and adjust the other Initial View settings as they are reset simultaneously.

Typically, you know what flavor (AKA category) of files you’re looking for (documents, images, presentations, spreadsheets, etc.). Clicking on any of the SmartList buttons (just below the “Locate here…” box) shows you just that kind of files, with the newest ones listed first (AKA reverse chronological order). Often, you can find what you’re looking for even without touching the keyboard.

To look for other flavors of files, click a different SmartList button. Notice the expander (>) on the right-hand side to access even more SmartLists (referred to as Primary and Secondary, respectively).

On the left end of the SmartLists are three “special” SmartLists you can more fully customize: Office, Media, and Favorites. These exist to allow you to customize and quickly access the groups of documents you use every day.

You’ll discover that SmartLists are mutually exclusive (selecting one button deselects all others, except in the case of All). If you want to search multiple SmartLists simultaneously (for example, Documents and Presentations together), you can do so by using the Types filter. Click +Types in the left-hand column filters area (it’s the last of your six filters) and select the checkboxes for the SmartLists (or specific file types) of interest. After making your selections, before clicking Clear, proceed with your search.

This image (https://locatorlocator.com/smartlists-primary/) shows the SmartLists displayed by default after “Clear” (AKA “Primary” SmartLists).

This image (https://locatorlocator.com/smartlists-secondary/) shows the SmartLists displayed after using the “expander” at the right of the list (AKA “Secondary” SmartLists). The button becomes a “contractor” to return to the primary SmartList display (or click “Clear”).

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SmartLists are groups of one or more File Types. File types are the many flavors of files as defined by their file extensions—the letters that come after the dot (AKA period) in the file name. Examples include `.jpg`, `.pdf`, `.json`, etc.

You can see all the file types (extensions) that Locator tracks by opening the Types filter (click + Types in the left column filters column near the bottom), and then clicking the caret (small pointer) next to any category to show the specific file extensions in that category.

File types can be grouped into flavors (or categories or kinds) of files. For example, `.doc`, `.docx`, `.gdoc`, `.pdf`, and `.pages` are all part of a category called Documents. Similarly, `.key`, `.ppt`, `.pptx`, and `.gslides` are in Presentations, and `.gif`, `.jpg`, `.png`, and `.tif` are in Images. Other common categories include Applications, Archives, Audio, Data, Developer, Spreadsheets, System, Videos, and the catchall Other.

Locator SmartLists are essentially relevant groupings of these file categories.

For example, the Documents SmartList button (below the “Locate here…” box) shows all flavors of document file types (extensions), as you can verify by expanding the + Types filter and then expanding the Documents group.

(Pro tip: Notice at the Types level that you can select just a single file extension—for example `.docx`—to narrow your search to just that file type.)

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Primary SmartLists are always displayed on the main screen (the blue buttons below the “Locate here…” box). We recommend that you set the SmartLists you use most often to Primary for instant access.

Secondary SmartLists are displayed only when you click the list expander (“>”) at the right. Presumably, secondary SmartLists are used less often.

To change a SmartList from secondary to primary (or vice versa), from the main screen click Settings (upper right) > Preferences > SmartLists. In the associated Action column, click the edit button (pencil icon). From there, you can set the selected SmartList as Primary or Secondary. Click Save (lower right) before selecting Close Settings (upper right).

This image (https://locatorlocator.com/smartlists-primary/) shows the SmartLists displayed by default after “Clear” (AKA “Primary” SmartLists).

This image (https://locatorlocator.com/smartlists-secondary/) shows the SmartLists displayed after using the “expander” at the right of the list (AKA “Secondary” SmartLists). The button becomes a “contractor” to return to the primary SmartList display (or click “Clear”).

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To rename a SmartList, from the main screen click Settings (upper right) > Preferences > SmartLists. In the Action column, click the edit button (pencil icon). Change the Name, then click Save (lower right) before selecting Close Settings (upper right).

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When you hit Clear, you can control whether any given SmartList is Initially Selected (“Yes” or “No”), meaning whether or not that set of files is included in your Initial View (AKA Initial Search Area).

Even when Initially Selected is set to No, you can always select it individually (by clicking it) or include it by selecting its associated checkbox in the +Types filter.

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From the main screen click Settings (upper right) > Preferences > SmartLists. In the Action column, click the edit button (pencil icon). From there, choose whether the SmartList is Initially Selected (Yes is recommended). Click Save (lower right) before selecting Close Settings (upper right).

The preferred setting for all SmartLists is Initially Selected, but Locator gives you full flexibility to customize your setup.

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Locator is pre-populated with almost 500 different file types/extensions, although thousands exist and new ones appear regularly.

To add a new file extension, from the main screen click Settings (upper right) > Preferences > File Extensions. In the upper right area, click Add Other File Extension.

On the resulting screen, enter the new extension (for example, `.xyzzy`). Extensions may contain letters and numbers but typically do not include special characters. Locator will omit the dot and ignore capitalization.

Next, select the related SmartList (required). Optionally add a description, set the State as Active or Hidden, and choose an associated icon and color (or keep defaults). Click Save (lower right), then Close Settings. New extensions will be discovered on the next location sync.

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To recategorize a file extension, from the main screen click Settings (upper right) > Preferences > File Extensions.

Find the extension you want to change and click the edit button (pencil icon) in the Action column. Click the caret in the SmartList field and select a different SmartList. Click Save (lower right) to finish.

For example, the Locator team has chosen to include Markdown files (.MD) in Documents, rather than in Developer, because they’re becoming mainstream with the advent of Generative AI. If you’re a developer, you may wish to follow the process above to recategorize them.

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To customize SmartLists, go to Settings > Preferences > File Extensions (not SmartLists). Find the file extension you want to add or remove and click the edit button.

From there, change the SmartList assignment as desired. The SmartList named Other can be used as a catchall. Click Save (lower right) to finish.

You’ll notice that Office, Media, and Favorites SmartLists are not managed in this area. The three “special” SmartLists allow for increased flexibility and customization. Specifically, you can tune (set) any of the filters and sort orders as desired. See FAQ 4.6 for more details.

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To create a custom SmartList, from the main screen click Settings (upper right) > Preferences > SmartLists. Click Add New SmartList, enter a name, choose Primary or Secondary, and set whether it is Initially Selected. Click Save to continue.

Next, click Preferences > File Extensions. For each extension you want to include, click the edit button, select your new SmartList from the dropdown, and click Save. Repeat until all desired extensions are included.

Click Close Settings, then click the X (Clear) in the “Locate here…” box to try your new SmartList.

Most SmartLists are strictly collections of specific file types. However, Office, Media, Favorites, and Personal SmartLists behave differently, allowing for far more flexible file type selection, filtering, sorting, etc. See FAQ 4.6 for more details.

A Tag is a keyword or phrase that you attach to a file to make it easier to find (by searching for that given tag). The tag may describe its content, purpose, or context, or whatever cue works for your brain. Unlike folders, tags are flexible: a single file can have multiple tags, making it findable in more than one way.

When saving or reviewing a file, you assign relevant tags such as Proposal, Q3-Financials, or Client-A. Later, you can search by tag to find that file faster and simultaneously surface all related files—even across different storage locations and file formats.

Faster retrieval: Find what you need in seconds without clicking through a multi-level folder hierarchy (very time consuming and unreliable), and without always remembering exact file names.

Smarter organization: Group or associate related files without duplicating or moving them. In fact, with tags a given file can be in multiple groups. Information is not one dimensional, yet with folder-based filing we try to force it into a complex, one-dimensional hierarchy.

Cross-platform search: Tags work across your devices and cloud services, creating a unified way to organize and access your documents and files.

Tagging turns chaotic file storage into a smart, searchable system—boosting productivity for busy professionals.

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Locator is the first product in the world that allows you to tag any type of file at any connected location via a simple, common interface (Universal Tagging). Because tags are so valuable, Locator gives you a variety of ways to assign (and remove) tags. In fact, you can assign and remove tags using the same process.

Assigning tags to a single file:

When a file is shown in the “Results List,” to enter tagging mode for that file:

• Double-click in a blank area of the tags field, or
• Hover over the tags field (for that file) and click the associated Tag button (the single-tag icon) that appears on the right, or
• Right-click on the file name and select Edit Tags

In tagging mode, you can select one or more tags from the tags pick list (AKA your Tags Library). To find specific tags in your Tags Library, begin typing and Locator will narrow the choices to tags that start with or contain those letters. After selecting the desired tags, hit or click the Circled Check icon to complete the process.

Assigning tags to multiple files:

With your desired files (among others) displayed in the Results List, activate Bulk Tagging by clicking the “list” icon in the Tags column header (second to the right of the word “Tags” at the top).

Once selected, all files enter Select Tags mode, ready to assign or remove tags. Click the tag field for a given file and, using the pick list, assign or remove tags. You can also begin typing to narrow the tags pick list in autocomplete mode.

When finished, exit bulk tagging by clicking the Circled Check icon in the Tags column header.

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Removing tags from one or more files follows the same process used for assigning tags. In fact, you can assign and remove tags at the same time.

Removing tags from a single file:

When a file is shown in the “Results List,” to enter (un)tagging mode for that file:

• Double-click in a blank area of the tags field, or
• Hover over the tags field (for that file) and click the associated Tag button (the single-tag icon) that appears on the right, or
• Right-click on the file name and select Edit Tags

Click the X on a tag to remove it, or unselect the tag in the pick list. Hit or click the Circled Check icon to complete the process.

Removing tags from multiple files:

With your desired files displayed in the Results List, activate bulk (un)tagging by clicking the list view icon in the Tags column header.

Once selected, all files enter Select Tags mode. Click the X on a tag to remove it or unselect it in the pick list. When finished, exit bulk (un)tagging by clicking the Circled Check icon in the Tags column header.

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Locator provides several ways to search for and work with tags.

On the main screen, there are six types of filters shown in the left column (below the Locator logo). Click +Tags to access tag search (tag filtering) mode. With that filter open:

• Click Show All to see your entire list of tags, or
• Use the Find Tags box to find tags that start with or contain specific letters

Select one or more tags using the checkbox next to each tag. Only files with the selected tag will appear in the “Results List.” Selected tags appear in dark blue, while unselected tags are light blue or light purple.

After selecting a tag, Show All will list other tags that appear on one or more of the same files, along with a count of how many files are tagged as such. Finding files with the same tag or combinations of tags can be extremely valuable.

Alternatively, you can click on any tag shown in the “Results List” to select or unselect that tag, instantly surfacing all files with the same tag.

You can also access the Tag Library via:

• The gear icon after clicking + Tags filter
• The multiple-tags icon in the Tags column header
• Settings > Preferences > Tag Library

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A manual tag is one you define and assign yourself. An AutoTag is created by Locator and applied automatically. AutoTags help you find files faster, including related groups of files, even when you didn’t tag them manually.

Manual tags appear in light purple. AutoTags appear in light blue.

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Manual tags (added by you) are light purple. AutoTags (added automatically by Locator) are light blue. Both kinds of tags turn dark blue when selected.

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Yes. You can temporarily hide AutoTags to make manual tags easier to find. In the Tags column header (upper right area), use the slider to toggle AutoTags Off or On.

You can also configure the default behavior of this toggle in Settings > Preferences > Tag Settings > AutoTags Default. Be sure to click Apply before selecting Close Settings.

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To manage tags at a system level, open your Tag Library using either: – the multiple-tags icon in the Tags column header, or – the gear icon after clicking +Tags Filter

In the Tag Library: – Click +Create Tag (upper right) to create a new tag – Click the edit (pencil) icon to rename an existing tag – Click the trash can icon to delete a tag

Confirm your choice when prompted, then select Close Settings.

Note: Creating, assigning, deleting, or modifying tags in Locator does not affect tags used in other applications or file metadata. Locator never modifies your files.

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Tag creation is intentionally separate from tag assignment to maintain consistency. Common problems in other systems include inconsistent singular/plural forms, number formats (1 vs. one), and typos. Locator avoids these issues by using controlled tag pick lists.

Tags are often used strategically across organizations, with shared standards so team members can easily find each other’s files (when permissions allow). At the same time, Locator still allows personal tags unique to an individual.

If you type a tag name that doesn’t exist, Locator displays Tag not found and offers a shortcut to open the Tag Library, where you can create and manage tags.

With Locator, there’s no conflict between traditional hierarchical organization and tag-based organization. As you use Locator, you’ll find that the need for rigid folder structures fades—while you continue to #FindFilesFaster and save time filing files in the first place.

Locator provides six major filters, listed in the left-hand Filters column:

• Name and Content selectors (in any combination)
• Locations
• Tags
• Dates
• Sizes
• [file] Types

Click the “+” next to any filter to access its controls. Depending on the filter type, you can use sliders, calendars, or checkboxes to narrow your search. You can use filters before or during any search, in virtually any combination, to narrow your search area.

For more details about the +Tags filter, see the FAQ on Tags. For additional depth on the +Types filter, see the FAQ on File Types and SmartLists.

As a rule, narrowing your search area using search terms, SmartLists, one or more Filters, or some combination of all the above, will help you find your documents and files faster. You’re reducing the area you need to search.

This image(https://locatorlocator.com/filters/) shows Locator’s various filters.

Is it fancy marketing or just a straightforward statement? Search less. Locate more.

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Yes. Locator allows you to filter by file category (AKA SmartList — Documents, Images, Presentations, Spreadsheets, etc.) and/or by specific file extensions (for example, `.doc`, `.docx`, `.pdf`, `.txt`, etc.).

Click +Types filter (left-hand column near the bottom). You’ll see all SmartLists (groups of file categories) listed. To access the file extensions that comprise a given SmartList, click the caret (small pointer) next to the file category to expand the list.

Use the checkboxes next to each file type (extension) to select or unselect them—within a SmartList grouping and/or across multiple SmartLists. Notice the convenient All checkbox at the top of the list, and a similar checkbox for each SmartList to select or unselect all file extensions in that group.

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The Hidden category is for files that you don’t want or need to see regularly. Most computers contain dozens or even hundreds of file types (extensions), defined by the letters that follow the dot (“.”) in the filename.

Examples include `.docx` (Microsoft Word documents), `.exe` (Windows applications), `.jpg` (photo and image files), among many hundreds of others.

Some of these file types are rarely, if ever, accessed in the normal course of business. Locator allows them to be Hidden, decluttering your search results.

For more details on managing such files, see the FAQ on Hidden Files.

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Name search mode looks for file names and folder names that contain a matching word or phrase. Even though Locator’s default setup doesn’t display folders, if any folder in a file’s path matches your search, the file will appear in Locator’s “Results List.” This explains why you may sometimes see results that don’t appear to match your search term—and why those results may still be useful.

Content search mode looks for files that contain content matching your target word or phrase. This is valuable for finding files that don’t have obviously associated names. You’ll notice that name search typically completes in less than a second, while content results may appear a few seconds later (and potentially longer for certain cloud locations).

By default, Locator searches for both name and content matches. However, when you’re looking for a specific file name, content results may clutter your search. In such cases, unselect the Content button (top of Filters column) to see only name results. Conversely, you can exclude name matches when looking for specific content by unselecting the Name button.

Locator uses custom-built indexing software to index file names and folder names on PCs, Macs, and supported cloud services (Dropbox, Google Drive, etc.). On Windows PCs, native content search is too slow to meet Locator’s response-time requirements, so Locator also indexes file content locally to help ensure both speed and data privacy.

On Macs, Spotlight search is fast and reliable for finding content locally and on iCloud. While Locator does not use Spotlight for name search, it does rely on Spotlight for content discovery. If you’re not finding relevant content with Locator, macOS Spotlight may need to be reindexed.

While Locator supports content search on PCs, Macs, and iCloud, it is not yet available for other supported cloud services. As a workaround for OneDrive, you can add your local OneDrive sync folder to Locator via Locations > Other Folders +, then navigate to your local OneDrive sync directory.

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First, verify that Content mode is selected. Confirm that the Content button is selected (at the top of the Filters column).

If the problem persists, macOS Spotlight may be “stuck” (not the technical term). To test this, use Spotlight (the magnifying glass icon in the upper right of macOS) to search for the same content.

If Spotlight cannot find the file content (and assuming it exists), Spotlight likely needs reindexing. Search online (or ask your favorite chatbot) for “How do I reindex Mac Spotlight?” The process can take hours. Once complete, restart Locator and test again.

If Spotlight finds the desired content but Locator does not, restart Locator and try again. Contact Locator Support if the problem persists.

Yes, Locator allows you to save your most valuable or useful searches for rapid recall at any time in the future.

First, create exactly the search you want to save, using a search phrase, desired SmartList buttons, Filters, column sorts, and other options, as needed.

Next, tap or click the Save button (the disk icon to the immediate right of the “Locate here…” box). At the top of the resulting drop-down, select [ New ], enter a name for the search, and click Save.

You can have up to 10 saved searches (AKA Personal SmartLists). If you save more than 10, the oldest saved searches will be overwritten (automatically deleted).

To recall a saved search later, tap or click its corresponding button in the second row of SmartLists (the light blue rounded rectangles below the “Locate here…” field).

With the list of Saved Searches open (after clicking the disk icon), you may delete a saved search by clicking the X to its right.

This image (https://locatorlocator.com/locator-save-search-personal-smartlists/) shows the Save Searches function.

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To recall a saved search, tap or click its name in the second row of Personal SmartLists (the light blue rounded rectangles below the “Locate here…” field). The search will be restored immediately.

This image (https://locatorlocator.com/saved-searches/) shows an example.

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To delete a saved search, tap or click the disk icon (the button to the immediate right of the “Locate here…” box) and click the X to the right of the saved search name.

Note: You can have up to 10 saved searches (in addition to customized versions of Office, Media, and Favorites). If you save more, the oldest saved searches will be overwritten (deleted) automatically.

Locator allows you to hide files with extensions that are not accessed regularly (for example, `.ace`, `.mdf`, `.pcd`, etc.).

To temporarily add selected hidden file extensions back to your search area, in the Filters list click +Types filter. At the bottom of the +Types filter list, you’ll find Hidden. (Note: It appears only if you have one or more hidden file extensions.)

To see more detail, click the caret (small pointer) next to Hidden. Click the checkbox for Hidden to select all extensions, or click individual checkbox(es) to select specific extensions of interest. Without clicking Clear, proceed with your search.

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To change a file type (AKA extension) to Hidden, click Settings (upper right) > Preferences > File Extensions.

On that screen, find the file extension you want to hide and click the edit button (pencil icon) in the Action column at right. From there, click the caret (small pointer) in the State box (it looks like a “v” or down arrow) and select Hidden from the list. Save your changes.

To unhide a file type (AKA extension), use the same process (Settings > Preferences > File Extensions) and click the edit button in the Action column. Click the caret in the State box and select Active. Save your changes.

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Your computer, whether PC or Mac, has countless file types with corresponding extensions. Many of these file types are seldom, if ever, accessed directly by users.

However, these rarely used files can clutter your search results, slowing your search process. Locator allows you to hide them so you can find your relevant files faster.

For example, many programs on your computer use component files that end with the `.json` extension (including Locator itself). Unless troubleshooting a specific problem, most people would never need to access such files. This is a perfect example of a file type that should typically be hidden (except for coders).

If you’re troubleshooting and need to include such files in Locator’s search space, it’s as easy as checking a box (the checkbox for Hidden at the end of the +Types filter list) to temporarily add them back in.

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Whenever you’re looking at your Results List and seeing multiple files of a type not relevant to you, the first step is to see whether your results are more useful without them.

Right-click on the Type field for any such file and select Omit from Results > Type: [extension]. All files with that extension will disappear until the next time you click Clear.

If that temporary exclusion proves valuable, consider switching that file extension to Hidden to avoid the extra steps next time. The process for hiding files by extension is described in FAQ 9.2.

Most people organize files in a hierarchical folder structure. We (computer users) started this practice decades ago because we had to. There was no search function—but now there is. You’re probably realizing that navigating this hierarchy is both slow and unreliable because files must be placed in a single location, even though information is multidimensional. When searching for files manually, we typically “drill down” through layers of subfolders and, when unsuccessful, move up the hierarchy and drill down somewhere else. Hours vanish!

Locator is fast because it looks in all folders (and across all Locations) simultaneously. Almost instantly, you’ll find documents and files that match a given search. But there’s more to it than that. When folder names anywhere in the path (the hierarchical sequence of folders and subfolders that contain a file) are related to your search parameters, those files are displayed as “high probability” results as well. You get the best of both worlds: you benefit from the information contained in your existing folder structure, without the hierarchy slowing down your searches.

However, sometimes you may need to locate a specific folder. For that situation Locator provides two options.

Anytime you find an important document or file, Locator allows you to open it or its enclosing folder. Hover over the filename, or right-click (or control-click) elsewhere on the row and select Open Folder. Often, other files of interest are right there in the same folder. And those files’ tags can lead you directly to other important files. There’s never been a search tool like this. Experiment with the capabilities and decide for yourself.

Before or during any search, you can turn On folder visibility. To do so, on the main screen in the “Filters” column at left, click +Types filter (the last of your six major filters) and select the checkbox for Folders. Voilà! All matching folders appear. Better yet, as with files, folders with a name match anywhere in their path are also revealed.

When finished, uncheck the same Folders checkbox or simply hit Clear.

If you want Folders to be included in every search by default (not recommended), click Settings (upper right) and in the Preferences group, select Initial View and select the checkbox for Folders. Be sure to Apply changes before you Close Settings. Notice on this same screen you can choose whether [file] Name and Content are considered when locating files.

When the Folders checkbox is selected, you can set Folders (and/or Name and/or Content) to be excluded by default by unchecking the associated checkbox(es) and Apply(ing) your change(s).

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While Locator never reflects a traditional folder hierarchy, yes—Locator can still show you your file’s enclosing folder hierarchy. Hover over any file or folder name, pausing briefly, and the full path hierarchy pops up. Notice that this popup also includes an icon indicating the file or folder location.

Locator never adopts a standard hierarchical structure because it comes at a cost and is rarely needed. If it is needed, your existing tools (Windows File Explorer, macOS Finder, etc.) already excel at displaying hierarchy (while trading off speed and reliability in locating files).

As you use Locator search, you’ll find that you need—and want—less hierarchical structure every day. You’ll spend less time organizing (putting files in folders) and yet, you’ll feel more organized than ever before.

No, Locator does not keep a copy of any of your files on its servers. Instead, a Locator “process” analyzes your local files locally and saves (on its servers) only the information needed to help you find your files faster (pointers, tags, etc.).

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No, Locator never copies, moves, modifies, or deletes your documents or files, regardless of their location. Locator also never changes your files’ metadata (meaning, for example, that your files’ native tags are never changed by Locator). Instead, Locator’s tags (for example) are stored separately by Locator and associated with your files from outside.

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No, Locator does NOT share your data or anything about you or your data with third parties.

When companies make money using an advertising model, you are typically the product being sold. Locator makes money not by advertising or by selling your data, but instead by providing a valuable, free service with advanced features available by paid subscription (AKA a freemium model).

Further, Locator does not maintain a copy of your files on its servers, which minimizes—if not eliminates—the possibility of your data being compromised by program actions.

To change your password, you must first log out.

From Locator’s main screen, click Settings (upper right). By default, you should land on Account and Profile > Manage (tab). If not, select Account and Profile > Manage. Click the red Logout button near the center of the screen.

Next, on the resulting Login screen, click the Forgot Password link and follow the process. You must have access to your associated email account, as the change password process involves receiving a verification code by email.

This image (https://locatorlocator.com/forgot-password/) shows Locator’s login screen with the Forgot Password link highlighted by a yellow rectangle.

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To change your name (first and/or last) as known by Locator, from the main screen click Settings (upper right). By default, you should land on Account & Profile > Manage. Select the Update tab, enter your first and last name, then click the blue Continue button.

Before going further, it’s important to clarify the word “reset,” as it can mean different things to different people. Locator uses the word Reset only for the serious action of restoring the application to its initial install state, which includes deleting important history and configuration data. This is sometimes appropriate, for example, when closing an account.

Sometimes people say “How do I reset…” when they really mean clearing a previous search. Locator uses the term Clear for that action, instead of reset.

To reset your account, from the main screen click Settings (upper right). By default, you should land on Account & Profile > Manage. Select the Reset tab.

From there, you can reset Locator to its initial configuration, deleting all Locator settings, tags, saved searches, and configuration data. This should typically be done only at the direction of a Locator support team member or when closing your account.

Resetting Locator does not affect any of your own data, including folder names, file names, or file contents.

The reset process must be followed carefully, in this exact order:

• Click the red Reset button.
• Check the box labeled Really delete all my Locator settings.
• Click Yes to proceed, or Cancel to stop the reset process.

If you simply want to change your name, use the Update tab rather than the Reset tab.

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To configure your Initial View (the file set shown after each Clear), from the main screen click Settings > Preferences > Initial View. Select one of the available options:

• All Documents and Files (Default)
• Office Documents
• Media Files
• My Favorites

Click Apply, then Close Settings to resume using Locator.

Each file set can be customized as described in the FAQ on Locations and Search Areas. You can customize Office, Media, and My Favorites groups (as described in FAQ 4.6) and reset these groups to their original configurations by clicking the Defaults button in the upper right area.

Note that configuring the Initial Search Area is different from connecting Locator to your file Locations. To connect additional locations, click Locations (next to Settings on the main screen) and follow the process.

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At installation, Locator is set to search for file Names as well as Content in files. To search by name only, notice the Filters column on the left. The first filter is two buttons (sometimes referred to collectively as the “Mode” filter): Name and Content. Select Name (colored blue with white text when selected) and un-select Content. You’ll see just name-match results until the next Clear.

All filters, search text, sort orders, etc., (AKA your search narrowing choices) return to their initial states when you Clear your search (click the X in the right side of the “Locate here…” box).

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By default, Locator searches for both (file) names and content.

To search only for names, from the main screen click Settings > Preferences > Initial View. Check Name and uncheck Content, click Apply, and Close Settings.

To search only for content, on that same screen check Content and uncheck Name, click Apply, and Close Settings.

You can always use the corresponding buttons at the top of the Filters area to temporarily change the mode during any search. Clear (X) restores the buttons to your chosen settings.

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Clicking on a local file can trigger one of three actions:

• Open File (default)
• Open Folder (the enclosing folder)
• Do nothing, requiring right-click to choose an action

To configure this, click Settings > Preferences > Search Results, select the desired option under Local File Click Action, then click Apply and Close Settings.

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Clicking on a cloud file can trigger one of two actions:

• Open in Browser (typically without requiring a separate login)
• Do nothing, requiring right-click to open in browser

To configure this, click Settings > Preferences > Search Results, select the desired option under Cloud File Click Action, then click Apply and Close Settings.

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Yes, although it is not Locator’s recommended mode of operation.

From the main screen click Settings > Preferences > Initial View, and toggle Include Folders on or off as desired. Click Apply and Close Settings. The change takes effect after you click Clear.

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From the main screen click Settings > Preferences > Search Results, and locate Max Results per Search.

The default is 250 results, but you can set it lower or higher (up to 500). Click Apply and Close Settings. The change takes effect after you click Clear.

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From the main screen click Settings > Preferences > Search Results, and toggle Live Text Search on or off.

Click Apply and Close Settings. The change takes effect after you click Clear.

With Live Text Search off, results appear only when you press or click the Locate button.

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You can improve performance by turning off Live Text Search.

From the main screen click Settings > Preferences > Search Results, toggle Live Text Search off, click Apply, then Close Settings. Results will appear only after pressing or clicking Locate.

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Enter your search term in the Locate here… box, then press .

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You can control syncing globally or per location.

From the main screen, click Locations (upper right area).

To control all syncing, use the Scan Interval slider. When the Scan Interval slider is off, you can click the Sync All button in the Locations filter, as needed. Alternatively, you can click the chasing arrows next to any Connected Location(s) listed in the Locations configuration drawer to sync just that source.

To control the syncing interval for an individual location, find the location in the Connected Locations list and select edit (the pencil icon) in the Action column. Using the drop down list, set a different Scan Interval (including Manual), click Save, then Close.

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Sync intervals are configurable per location. Available options include:

• Manual
• 5 minutes
• 15 minutes
• 1 hour (default/recommended)
• 1 day

To change an interval, click Locations (upper right area, next to Settings), find the desired location in the Connected Locations list, click the edit button (pencil icon) in the Action column, select a new interval, click Save, then Close.

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A brief note before answering. Locations must be connected to Locator at initial set-up or as needed thereafter. That’s a one-time process described in other FAQs. Thereafter, Locator syncs with connected locations at a regular interval (default: 1 hour). If you are looking for files that are newer than the last sync, or have changed names or moved between folders, you should manually sync first.

Next to the Locations filter (upper left area), you’ll find a Sync All button. While this is the easiest option, you may prefer to focus on synching a specific location, rather than syncing everything.

You can manually sync an individual location in two ways:

From the main screen, expand the Locations Filter, hover over the file count for a location, and click the Sync button that appears. If hovering over a given file count does not produce a Sync button, it’s because there are more location details. In that case, click the caret to expand the list and hover over the appropriate file count within.

Alternatively, click Locations (upper right area, next to Settings), find the target location in the Connected Locations list, click the sync icon (chasing arrows) in the Action column, wait for the Last Sync timestamp to update, then click Close**.

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From the main screen click Settings > Preferences > SmartLists.

Find the SmartList you want to change, click the edit button (pencil icon) in the Action column, and choose Primary or Secondary. Click Save, then Close Settings.

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From the main screen click Settings > Preferences > SmartLists.

Click the edit button (pencil icon in the Action column) associated with a given SmartList, change the Name, click Save, then Close Settings.

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From the main screen click Settings > Preferences > SmartLists.

Click the edit button (pencil icon in the Action column) associated with a given SmartList and choose whether it is Initially Selected. Click Save, then Close Settings.

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Deleting SmartLists is not recommended.

Instead, set SmartLists to Secondary or configure them not to appear in results. If you still choose to delete a SmartList, click Settings > Preferences > SmartLists, click the delete (trashcan) icon, and confirm.

Deleted SmartLists cause their associated file extensions to be marked Hidden.

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Deleting file extensions is generally unnecessary and not recommended. File types without matching files are not displayed.

If you still want to delete an extension, click Settings > Preferences > File Extensions, click the delete icon, confirm, then Close Settings.

Hiding or deleting extensions in Locator never affects your actual files.

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AutoTags Default controls whether AutoTags are visible after clearing a search.

From the main screen click Settings > Preferences > Tag Settings, toggle AutoTags Default on or off, click Apply, then Close Settings.

Even when off by default, AutoTags can be toggled on temporarily before or during a search using the slider in the Tags column header (upper right area).

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Term Mapping is explained via the tool tip (see circled “?”) next to the field in Settings > Preferences > Tag Settings. When On, Locator uses a parent term (essentially the tag’s category) when a child term is applied as a tag. For example, a file with the tag “Overtime” (child) will also be Tagged with “Payroll” (parent) (recommended: On).

Toggle Term Mapping on or off as desired, click Apply, then Close Settings to return to using Locator.

When you quit or close Locator, you remain logged in to allow for easy access the next time you open the application (without having to log in again). Locator is not running when closed and will sync only upon reopening.

If you want to log out of Locator (not required), from the main screen (AKA the primary user interface), click Settings (upper right). By default, you should land on Account and Profile > Manage. If not, select Settings > Account and Profile > Manage, then click or tap the red-outlined Logout button near the center of the screen.

This image (https://locatorlocator.com/logout/) shows Locator’s red-outlined Logout button near the center of the screen.

To contact Locator Technical Support, you can:

• Call or text 1-412-440-8930
• Email support@locator.team

A Locator Technical Support specialist will respond between 8:00 AM and 8:00 PM Eastern Time.

OAuth (Open Authorization) is an open standard for access delegation, commonly used to grant websites or applications limited access to a user’s information without exposing the user’s password.

Here’s a plain-English explanation, followed by a technical overview.

Imagine you’re at a hotel and want the valet to get your car from the garage. Instead of handing over your car keys (your password), you give them a valet key (a limited-use token) that only opens the car door and starts the engine—but can’t open the trunk or glove box.

OAuth works the same way. You authorize an application to access a specific part of your account, but you never share your actual credentials.

Here is the typical OAuth 2.0 Authorization Code Flow (the most common flow for web applications):

• User requests access: A third-party app (such as Dropbox, Zoom, or Locator) requests access to your data on another service (such as Google, Microsoft, or Facebook).
• User is redirected to the authorization server: The app sends you to the service’s authorization server (for example, `accounts.google.com`).
• User logs in and grants access: You authenticate (if not already logged in) and approve or deny the requested permissions.
• Authorization server redirects back with a code: If approved, the authorization server redirects back to the app with a temporary authorization code.
• App requests an access token: The app exchanges the authorization code for an access token by calling the token endpoint.
• Token is issued: The authorization server returns an access token (and optionally a refresh token).
• App uses the access token: The app can now make API requests on your behalf using the token.

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Locator offers several advantages over Windows search, especially for users managing a large volume of files across multiple platforms and locations.

Key advantages include:

• Cross-platform and multi-source search: Locator works on both PCs and Macs and searches local storage, network drives, removable media, and cloud services (Apple iCloud, Dropbox, Google Drive, Microsoft OneDrive/Teams/SharePoint, etc.) with a single search. Windows search is primarily limited to local and network drives and can be significantly slower.
• Unified and speedy search interface: Locator provides a fast, centralized interface that indexes files for rapid access without requiring repeated logins to cloud services.
• SmartLists and filters: Locator includes SmartLists for common file categories (Documents, Media, Presentations, etc.) and powerful filters for location, tags, date ranges, sizes, and file types.
• Tagging and AutoTags: Locator supports manual tagging and AI-generated AutoTags, allowing users to find files by custom keywords or detected themes regardless of file type or storage location. Windows search does not offer comparable tagging capabilities.
• Customizable views and saved searches: Users can configure default search areas and save complex searches for instant reuse—features not available in Windows search.
• Cloud file access without reauthentication: After initial setup, Locator opens cloud files directly without requiring repeated browser logins. On Windows, cloud services typically must be accessed separately via a browser.
• Folder path awareness: Locator recognizes folder names within search terms and surfaces files located within matching folders, even if file names do not match exactly.
• Privacy and control: Locator never copies, moves, modifies, or stores your files. It indexes files locally and does not share user data with third parties.

In summary, Locator is designed for professional users who need fast, reliable, multi-source file search and universal tagging. It is more powerful, more flexible, and significantly faster than traditional Windows search.

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Regarding your potentially lost .PST (or other application-specific) files, there’s significant variance in Windows versions, Outlook versions (Modern vs. Legacy), and local vs. OneDrive configurations, such that your .PST files could be almost anywhere.

Your standard Locator set-up may not be configured to look in ALL the potential .PST storage locations. Here’s how to find the file(s):

Step 1: Make sure that OneDrive is configured as a “Location:”

• Click Clear to start a fresh search.

• Open the +Locations filter (if it’s not displaying locations detail already) and verify that OneDrive is there showing a non-zero file count.
• If OneDrive is not connected (file count is zero or is not displayed), click the Locations button (upper right area next to Settings).
• In the “Connect Cloud Locations” subgroup, click the button to add Microsoft OneDrive and follow the process.

Step 2: Check to see if Locator is seeing any .PST filetypes:

• Click Clear to start a fresh search

• Open the +Types filter (left column near bottom) and click the All button at the top of the +Types list (not All in SmartLists) to select all file types. Click it a second time to deselect all filetypes. Still in this +Types filter, scroll down to the “Mail” types and select it.

• If the file count is greater than zero, you’ve found one or more .PST files. Left click (AKA control-click) on any file in your Results List and select Open Folder to see the .PST file in its actual folder location.

Step 3: If you still have not found the .PST files of interest, add more Locations to Locator’s local search area:

– Click Clear to start a fresh search. – Click the Locations button (upper right area). – In the Connect Local Locations subgroup, click the button to add Other Folders. Windows File Explorer will open. – Navigate to C:Users\[your-user-name-here]AppDataLocalMicrosoftOutlook. – Click the “Select Folder” button in the bottom of this window to complete the process.

Setp 4: Repeat Step 2 to see if any .PST files have appeared. If not, they may be lost (this is unrelated to Locator). Use your backup/recovery software (Carbonite, iDrive, BackBlaze, etc.) to recover it/them.

Important note for New Outlook:

If you are using the “New Outlook for Windows” app (the one that looks like the web version and replaced the Windows Mail app), it does not use PST files to store data locally. Instead, it syncs data directly with the cloud. However, Microsoft recently added the ability to view existing PST files in New Outlook via Settings > General > Outlook Data Files.