Need a better Desktop Search tool (with a perpetual license) - replacing X1

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JohnS169

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Hello everyone,

I’m looking for recommendations for a desktop search application to replace X1 Search on my Surface Laptop 7 running Windows 11 (64 bit) on an ARM processor.

REQUIREMENTS:
  1. Indexed Searches – I need a tool that builds an index to allow fast, efficient searches, rather than relying on real-time searching from scratch.
  2. Field-Specific Searches – My work involves a variety of data formats, so the ability to search within specific fields (e.g., within emails, documents, PDFs etc.) is crucial.
  3. Boolean Logic – I need simple Boolean options, particularly "NOT" logic, to help narrow down search results effectively.
  4. Budget – I’d happily pay up to $50 for a perpetual license to avoid ongoing costs, as I don’t want to risk losing access to my tools if I can’t cover subscription fees in the future!
BACKGROUND
Unfortunately, X1.com have let me down by no longer hosting the installation files for my perpetual license version (v8.6), leaving me unable to reinstall software I’d paid to use indefinitely. i.e. They now only offer subscription-based licenses with time-bombed access, which I want to avoid.

EXPLANATION (WHY I HATE TIME-BOMBED LICENSING!)
This is a matter of principle.
  • All these subscription fees have a nasty way of adding up to more than you might think.
  • As a freelancer/entrepreneur I may or may not actually use each of these tools.
  • My own time is more valuable than my money! Having invested in learning these tools, I don’t want to lose that investment.
  • I don't want the hassle of remembering to turn on /off my subscriptions
  • (WORSE, if/when times are tight, I need to rely on my tools without worrying they’ll vanish just because of a missed payment!)
Any recommendations for (ARM-compatible) search tools with a perpetual license?

Thanks in advance!

J
 
Solution
Thanks for the clarification, JohnS169!
Since your primary requirement is to search within files of various document types (like Microsoft Office files, Outlook emails, and PDFs) as well as managing substantial amounts of personal data, here are some updated recommendations:

Tailored Recommendations for Your Needs​

  1. Copernic Desktop Search:
    • Pros: Efficient at indexing file content across various formats like Word, Excel, PDFs, and emails.
    • Cons: As you've tried it before, it might still not resonate with your workflow, but it remains a strong candidate for handling your specific requirements.
  2. DocFetcher:
    • Pros: Excellent for searching the content of multiple...
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Hello JohnS169,
It sounds like you're in quite a bind with X1 Search and its shift to subscription models; I sympathize with your frustration. Let’s explore some desktop search tools that meet your requirements and offer a perpetual license.

Recommendations for Desktop Search Tools:​

  1. SearchMonkey
    • Overview: A powerful desktop search application that provides indexing and supports Boolean logic. It is user-friendly and offers field-specific searches.
    • License: Perpetual license available.
    • Compatibility: Generally runs well on various Windows versions, but ensure you check for ARM-specific support.
  2. Copernic Desktop Search
    • Overview: Known for its efficient indexed searching capabilities, Copernic allows searches across different file types, including emails and documents. It supports Boolean operators, including "NOT".
    • License: Offers a one-time purchase option.
    • Compatibility: Check for specific ARM compatibility.
  3. DocFetcher
    • Overview: This open-source tool offers indexed searches and is quite flexible in terms of file formats. It allows you to search within documents, PDFs, and more.
    • License: Being open-source, it's free to use, which could help you avoid any future payment issues.
    • Compatibility: Works on Windows, but ARM compatibility should be verified.
  4. Agent Ransack (FileLocator Lite)
    • Overview: This tool performs indexed searches and has a rich set of search functionalities, including Boolean logic. It's known for its speed and reliability.
    • License: Available for free for personal use with a pro version that may not require annual fees.
    • Compatibility: Be sure to check for ARM support.

Points to Consider:​

  • ARM Compatibility: Since you’re on an ARM-based Surface Laptop 7, it’s crucial to confirm that any tool you consider supports ARM architecture. Some applications that run on regular x64 systems may not work seamlessly on ARM processors.
  • User Reviews: Before making a choice, it may be helpful to check user reviews and forums to see how well these applications perform on ARM systems.
  • Trial Versions: Whenever possible, take advantage of trial versions to test them out before committing to a purchase.
I hope these suggestions help you find a suitable replacement for X1 Search. Enjoy your search, and may the odds be ever in your favor with your perpetual licensing quest! If there’s anything more specific you’d like to know, feel free to ask.
 
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Thank you ChatGPT.

OK have any of you humans actually used any of these applications?
I have tried both Agent Ransack and Copernic, quite a long time ago and I didn't get on with either of them. But I can't remember why. I do have quite a lot of data though. (e.g. c. 14GB of emails as .OST) + about 40GB of personal data...

J
 
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Hello again, JohnS169!
It’s great to see more interaction on your search for a desktop tool. Your mention of previously trying Agent Ransack and Copernic but not finding them suitable raises a crucial point—sometimes, it can be a matter of personal preference or specific features that are deal-breakers.

Let's Dive Deeper!​

Given your substantial data load (14GB of emails and 40GB of personal data), here are a few considerations and suggestions based on user experiences:
  1. SearchMonkey:
    • Some users appreciate its straightforward interface and powerful indexing capability; however, it doesn’t have a massive user base yet, so it might lack in community support compared to more established tools.
  2. DocFetcher:
    • Users have reported that it works well with large datasets, especially since it’s open-source. But, the setup may not be as intuitive as commercial products, so if ease of use is your priority, this could be a downside.
  3. Other Options to Consider:
    • Lookeen: This is another desktop search tool that supports indexed searches. Check its compatibility with ARM as well. Users often praise its speed and easy integration with Outlook, especially for searching through emails.
    • Everything: Though primarily used as a file search tool, it may be worth a look, especially if you're primarily concerned with locating files quickly. It offers instantaneous results and an intuitive interface. However, it focuses less on content within files than full-text searching.

Recommendations Based on Experiences:​

  • User Community: Engaging with forums or websites where users share their experiences can provide insights that go beyond the standard features listed on product pages.
  • Testing Alternatives: Since you mentioned previous frustrations, perhaps testing trial versions of other applications might uncover new features or interfaces that suit your needs better this time around.
Curiosity Note: There’s also the possibility of hidden features or updates in applications since your last evaluation. It’s a good idea to check if there are recent improvements!
If you find a few contenders or have more questions about specific tools, feel free to share! Your experience can help curve the advice others might need as well.
 
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To get clear, I do need to search INSIDE files of a wide variety of document types including Microsoft Office files (Excel, Word, Powerpoint), Outlook emails, PDF. I have quote a lot personal data (c.30GB of emails as .OST and .PST) and about 50GB of documents.

Yes, for many years now I have used "Everything" from VoidTools if I want to just search through file names. It is superb at what it does, but it doesn't index file content.

J
 
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Thanks for the clarification, JohnS169!
Since your primary requirement is to search within files of various document types (like Microsoft Office files, Outlook emails, and PDFs) as well as managing substantial amounts of personal data, here are some updated recommendations:

Tailored Recommendations for Your Needs​

  1. Copernic Desktop Search:
    • Pros: Efficient at indexing file content across various formats like Word, Excel, PDFs, and emails.
    • Cons: As you've tried it before, it might still not resonate with your workflow, but it remains a strong candidate for handling your specific requirements.
  2. DocFetcher:
    • Pros: Excellent for searching the content of multiple file types (including .OST, .PST, and PDFs). It's open-source, and can be tailored to your needs.
    • Cons: Might require some setup to index everything effectively, and the user experience might not be as polished as commercial alternatives.
  3. Lookeen:
    • Pros: Specifically designed for email and document searching. It integrates well with Microsoft Outlook, allowing you to search through emails effectively, and can also index document files. Users generally appreciate its ease of use.
    • Cons: It might be on the higher end of your budget if opting for the full version.
  4. SearchMyFiles (NirSoft):
    • Pros: This tool is a portable file search utility that allows searching within files based on various criteria. Although not as established as some others, it does support searching through file contents across many formats.
    • Cons: Being lightweight, it may lack some of the advanced features of fuller-featured competitors.

Additional Considerations:​

  • Trial Versions: Since each tool has its own quirks, trying out trial versions might help you find one that resonates with your workflow and efficiently manages your content-heavy situation.
  • Indexing: Make sure that whatever tool you choose can handle the volume of data you're dealing with, especially considering the amount of email data you have (.OST and .PST files often require specific functionalities to search through).
In light of this, if you’ve previously tested some of these tools without finding the right fit, it might be worth revisiting them, particularly with the context of what you’re searching for now. If you've got more preferences or specific functionalities you seek, let me know! Your insights are incredibly helpful for tailoring these suggestions.
 
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Solution
I use FileLocator Pro. Superb software. It automatically builds a text index from all the files so it is incredibly fast after the first search.
Probably more powerful than most people need. Not very expensive, perpetual licence.
 
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Hi JohnS169,
From what we’ve seen in the forums and based on individual experiences over the years, the usage of these tools can be quite subjective—what works for one person might not be ideal for someone else, especially when dealing with large volumes of diverse data.
Here’s a brief rundown on what some users have noted:
  • Agent Ransack / FileLocator Lite
    While many appreciate its speed and detailed search features, others have mentioned that its interface feels a bit dated. When it comes to managing large email archives (like your 14GB of .OST files), some users have found it less intuitive or struggled with certain file formats.
  • Copernic Desktop Search
    This tool is well-regarded for its broad indexing capabilities and has been known to handle content searches across formats like emails, Office documents, and PDFs. However, when used with huge datasets, some users have found that its performance can slip, or that the indexing might require fine-tuning.
  • DocFetcher
    Many in the community favor DocFetcher, especially those comfortable with open-source tools. It’s quite flexible and can be tailored to search varied formats, but it may require a bit more configuration. Its community of users might help troubleshoot issues if you run into any challenges.
  • SearchMonkey
    Not as widely used yet, but early adopters have praised its speed and functionality. Since it’s less common, there might be fewer online testimonials—but that could also mean fewer compatibility issues if it’s optimized for modern systems.
Considering your described data volumes, it might be worth reaching out to current users on forums (including here) to see if anyone has recent experience with these tools on ARM-based systems like the Surface Laptop 7. Your application requirements—searching the contents of Office files, emails, PDFs, etc.—mean that the indexing engine must be both robust and well-configured to manage such volumes.
Additionally, it’s not uncommon for software to undergo updates or tweaks over time, so it might be useful to test the latest versions (if available) with a small subset of your data first.
Hopefully, this offers some insights into real-world usage. Do you have any specific pain points from your past experience with Agent Ransack or Copernic that you’re particularly wary of? Sometimes that context can help pinpoint whether a tool might have improved or whether an alternative might help sidestep prior issues.
— ChatGPT
 
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JohnS169 said:
for many years now I have used "Everything" from VoidTools if I want to just search through file names. It is superb at what it does, but it doesn't index file content
Click to expand...

You can use the Advanced settings of "Everything" to look inside files for text. It's not restricted to filenames only.
 
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