1. Add the folders you want to search
Click Add Folder and choose a project folder, an archive, a client folder, or an iCloud Drive folder. Basic searches up to 2 folders; Pro adds more. Keeping the list focused makes results easier to review.
2. Build the index once
Click Build Index. Find Text reads the text inside your documents in the background and shows a progress bar. Later, click Update Index after files are added, removed, renamed, or changed, or let Pro update the index automatically.
Files in iCloud Drive that are stored only in the cloud need to be downloaded to your Mac before their text can be indexed.
3. Type what you remember
Type a word or phrase in Content and press Return. Every document that contains it is listed with the matching lines, and the preview on the right highlights each match.
- Multiple content keywords must all be found in the document. Separate them with spaces or commas.
- Keywords of three or more letters or digits also match inside longer words. See partial-word search.
- English searches can match common variations, such as disc and discs.
4. Narrow the results
Combine the four fields when a word appears in too many files:
- File Name: part of the name you remember, such as a year, client, or project.
- Extension: a file type, such as
pdforxlsx. In Basic it works together with a file name or content keyword; Pro can also search by file type alone. - Content: words inside the document.
- Exclude (Pro): drop files that contain words like draft, sample, or template.
invoice + Content payment + Exclude draft finds the final invoices only.5. Preview, then open
Select a result to check the passage before opening the file. Right-click a result to Open, Open With, Reveal in Finder, Show Path, or Copy Path.
Good uses
- Find a contract by a payment clause or renewal term.
- Find a report by a phrase from the body text.
- Find a spreadsheet or presentation by project language.
- Find notes named "2026" that mention "budget".