Get to what matters faster
Every day, employees spend time searching for information, locating files, and gathering context before they can begin meaningful work. As data volumes grow, finding the right information can become just as challenging as acting on it.
Windows 11 includes AI-powered experiences that help users find information based on intent rather than exact file names, folder locations, or keywords. These experiences can help employees spend less time searching and more time acting on information.
Find information with semantic search
Improved Windows search on supported Copilot+ PCs uses semantic, meaning-based search to help users locate content using natural language descriptions. Instead of remembering a file name, users can describe what they're looking for and receive results based on the meaning of their request.
For example, a marketing manager preparing for a quarterly business review needs campaign results, presentation drafts, and budget documents stored across multiple locations. Rather than remembering file names or folder paths, the manager searches using phrases such as "Q4 social media campaign report" or "presentation with customer retention metrics." Improved Windows search can identify relevant files based on the meaning of the request, helping the manager quickly find the information needed to prepare for the review.
To use Improved Windows search, select the Search icon on the taskbar or press Windows key + S, then enter a natural language description of the content you're looking for. You can also use filters to narrow your results.
Note
Improved Windows search is a Copilot+ PC feature. Availability, supported languages, and supported file types might vary. Improved Windows Search is optimized for English text prompts and requires an Entra ID and internet connection to access cloud services that help ensure the responsible use of AI.
Understand files before opening them
Improved Windows Search helps users locate files and content using natural language. Once a file is found, Ask Copilot in File Explorer can help users understand the contents of that file without manually reviewing the entire document.
Finding a file is only part of the challenge. Users often need to open multiple documents before finding the information they're looking for.
Ask Copilot in File Explorer brings helpful context closer to the user. By right-clicking a file in File Explorer and selecting Ask Copilot, users can ask questions about the file using natural language. For example, they might ask Copilot to summarize a document, explain key information, or provide more context without manually reviewing the entire file.
This approach can help users quickly identify which documents are most relevant, reducing unnecessary clicks, and allow employees to focus on decisions rather than document management.
Note
Microsoft 365 Copilot features require appropriate licensing, and availability might vary by market and file type. Copilot in File Explorer might require a Microsoft 365 Copilot subscription. Availability and supported functionality might vary by market, file type, and feature release status.
Find the information that matters
Both semantic search and file intelligence are examples of a broader shift in how employees interact with information. Rather than asking users to organize and retrieve every piece of content manually, AI can help identify and provide relevant information at the right time.
By reducing the effort required to locate files, understand content, and gather context, employees can move more quickly from searching to decision-making.
Example scenario
A marketing manager is preparing for a quarterly business review and needs campaign results, presentation drafts, and budget information stored across multiple locations. Instead of remembering file names or searching through folders, the manager uses Improved Windows Search to describe the information needed in everyday language. Rather than searching for files by name such as Q4_Campaign_Results.pptx, Quarterly_Business_Review_Draft.docx, and Q4_Marketing_Budget.xlsx, the manager simply types, "Find the latest campaign results, quarterly business review presentation, and marketing budget."
Relevant content is located quickly so the manager can move on to next steps. After locating the documents, the manager uses Ask Copilot in File Explorer to identify the most relevant information. Questions such as "Summarize the key results in this campaign report" and "What budget changes are highlighted in this spreadsheet?" help the manager review content without manually opening and searching through multiple files.
By quickly finding and understanding the information needed for the review, the manager can spend less time locating documents and more time preparing insights and recommendations.
Reflect
Think about the last time you searched for a document, presentation, or piece of information.
How much time was spent finding the information compared to analyzing or using it?
Key takeaway
Organizations can improve productivity not only by helping employees complete tasks, but also by helping them find information faster. Windows 11 uses AI-powered experiences such as semantic search and file intelligence to reduce the time spent searching, make it easier to locate relevant information, and help users get to what matters most.