Configure file indexing in Windows 11 step by step

Indexing of Windows 11 It's the key piece that makes searches fast, the Start menu displays results instantly, and you can locate documents, photos, or emails in seconds. Configure it properly Mark the difference between a PC that responds quickly and one that slows down by indexing uncontrollably.

In this guide you will learn how to adjust every aspect: from enabling or disabling classic or enhanced indexing, excluding folders, respecting energy when working on battery, optimize index performance, troubleshoot status and error messages, and even when to disable it and how to re-enable it. You'll also find search alternatives y Tricks system performance to make everything run more smoothly.

What is indexing in Windows 11 and how does it work?

Windows generates an index with information about your files (words, metadata, locations) to respond faster to searches. Instead of going through the entire disk each time, queries that catalog and returns almost instantaneous results.

On computers with Copilot+ PC, in addition to conventional indexing, is used semantic indexing: Understands relationships between terms and returns items close to what you are looking for. E.g.If you type “pasta,” it may also suggest related results like “lasagna,” including images that contain those terms.

Supported formats Common formats: .txt, .pdf, .docx, .doc, .rtf, .pptx, .ppt, .xls, .xlsx; and images: .jpg/.jpeg, .png, .gif, .bmp, .ico. These file types cover most office and personal workflows.

Privacy : the data generated by semantic indexing are stored only locally. They are not sent to Microsoft or used to train models. IA. The function is enabled by default in Copilot+ PC, and you can turn it off or adjust file locations and types from Settings > Privacy & security > Search Windows > Advanced indexing options.

Commitment to responsible AI: Microsoft claims to have been working with its own principles and standards for responsible AI since 2017; privacy and security They are pillars in these systems and in the functions created for ethical development.

Classic or Enhanced: How Your PC Searches

Windows 11 features two modes in “Find my files”: Classic and Enhanced. classical focuses on Documents, Pictures, Music, and Desktop (you can adjust the locations). Mejorada uses indexing to cover all files on your computer.

To change the mode: Start ⊞ > Settings > Privacy & security > Windows Search > Search my files. Select Classic or Enhanced as you prefer, and if you choose Classic, click “Customize search locations” to adjust the folders.

Regarding energy when indexing: If you work with a battery, you can prevent indexing from working when you're not plugged in. In the same Windows Search section, turn the “Respect power settings when indexing” switch on or off.

Related article:

How to Search for Text in Files in Windows 11: Complete Guide, Advanced Filters, and Effective Methods

Configure locations and exclusions

Exclude unnecessary folders helps speed up index creation and reduce its size. In Settings > Privacy & security > Windows Search, you'll see “Exclude folders from advanced search”; tap “Add an excluded folder” and select the ones you want to omit.

Some system folders and application data They are excluded by default to avoid noise and unnecessary consumption. If you manage large repositories (as code, Virtual machines or untagged media files), consider excluding or only partially indexing those locations.

Precise control from Indexing Options: Open Search Windows > Advanced Indexing Options (or search for “Indexing Options” in the Start Menu). Press "Modify" and check or uncheck specific folders to precisely include or exclude.

It is also possible to disable by specific folder: Right click on the folder > Properties > Advanced > uncheck “Allow files in this folder to have contents indexed in addition to properties”This way, you can avoid unnecessary resources without losing quick searches in key areas.

Advanced settings: file types, database and count

File Types: in Indexing Options > Advanced > File types, you can define how the indexer treats each extension (indexing only properties or also content) and even add new ones. For more details, see how to manage file types and optimize search. this guide.

How many items do you have indexed? In Windows 11: Settings > Privacy & security > Search Windows and check the “Indexed” value. This will give you an idea of the volume and if you are close to the thresholds where performance may suffer.

Limits and good practices: : usually, a typical team manages less than 30.000 items, and in others advanced, until 300.000. From 400.000, slowness or errors may occur; the maximum limit is usually in 1 million items.

Index file size: as the number of elements increases, the index file grows, although each file itself is not large. It is usually located in C:\\ProgramData\\Microsoft\\Search\\Data\\Applications\\Windows with the name Windows.edb (or Windows.db). You can check its size in Properties to estimate the space used.

Index maintenance and optimization

Let the indexer do its job: After major changes (such as adding new drives, moving libraries, or rebuilding), it is a good idea leave the equipment on for 24 hours and, if possible, connected to power, to stabilize the database.

Rebuild the index: If searches are unstable or slow, enter Indexing Options > Advanced > Rebuild and confirm. This operation deletes and recreates the database, useful after changes in hardware or reorganization of content.

Defragment the database: Helps free up internal EDB space with offline compaction. Run in a console with administrator permissions:

sc config wsearch start=disabled
net stop wsearch
EsentUtl.exe /d %AllUsersProfile%\Microsoft\Search\Data\Applications\Windows\Windows.edb
sc config wsearch start=delayed-auto
net start wsearch

For Outlook: if you index very large mailboxes, reduce the synchronization window (for example, less than a year) to speed up the search and relieve the index.

Consumption control and search improvements

Cloud results and history: in Settings > Privacy & Security > Search permissions, you can enable results from linked services (Outlook, OneDrive, Bing) and save search history on your team. This increases relevance and prioritizes what you use most, ensuring that history remains locally.

Update Windows Helps fix known search issues. Go to Settings > Windows Update, check for updates and restart. This will improve stability and performance of the indexing system and the equipment in general.

Use the troubleshooter: Go to Settings > System > Troubleshoot > Other Troubleshooters and run “Search and Indexing”. Detects and repairs automatically detect common indexer failures.

How to disable indexing: when and how to do it

If you hardly use searches or you work on computers with limited resources and HDD, it may be convenient to disable indexing to save resources. The system will stop writing to disk constantly and you will free up CPU, although searches will be slower.

From the disk properties: Right click on the drive (usually C:) > Properties and uncheck “Allow files on this drive to have contents indexed in addition to file properties”. Apply and wait for it to all content is deindexed.

From Services: run services.msc, search Windows Search and configure the start type to Disabled or Manual; you can also stop it instantly. When restarting, it will not start automatically.

Using DCM (administrator):

sc stop "wsearch" && sc config "wsearch" start=disabled

For granular control: Disable it on specific folders from their Properties > Advanced, as we did before, and leave the index only on Documents, Pictures or common paths that you use frequently.

How to re-enable indexing

If Windows warns you that the search is limited, simply accept the notice to re-enable the service and rebuild the index.

It is also possible to restore the option in the disk properties (checking again “Allow files on this drive…”) so that the content is reindexed.

From CMD (administrator) To restart the service:

sc config "wsearch" start=delayed-auto && sc start "wsearch"

Indexer status messages and recommendations

Windows communicates various states from the indexer; below is its meaning and the recommended action in each case.

• Full indexing: is working normally and has ended. Verifica in Indexing Options > Modify that the locations are correct if any files are missing.
• Indexing in progress. Results may be incomplete.: New files are being added. Leave the equipment on and connected to the power for several hours..
• Reduced speed due to user activity: slower process while using the PC. It is recommended to leave the device in standby and connected.
• Waiting for the computer to become idle: high load on CPU or disk. Check which programs are consuming resources; the indexer pauses to prioritize your tasks.
• Indexing is paused to save battery life: low energy. connect equipment; upon loading, indexing will continue.
• Group Policy pause on battery: business policy. Connect the equipment or consult technical support to change it.
• Indexing has stopped: service stopped or disabled. Wait a few minutes after updating Windows or check that it is running and in automatic mode.
• Insufficient memory: Low RAM causing crashes. Close heavy programs or increase RAM memory.
• Insufficient disk space: There is almost no space left, and the index takes up about 10%. Free up space and exclude routes of the index.
• Waiting for response from the process: does not respond to the status query. Wait a minute and check that searchindexer.exe is active..
• The index is starting: service in process Boot. Wait some minutes.
• The index is closing: occurs when shutting down or restarting. Check that it has not been stopped manually and check the services.
• The index requires maintenance: recovery or optimization after many changes. Wait up to 30 minutes and check the disk status..

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.