SharePoint Search Secrets for Power Users & Administrators - Mike Smith

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Housekeeping

About our speaker

Mike SmithMAX Senior Technical Instructor & Author

Mike is a SharePoint Microsoft Most Valuable Professional (MVP), Microsoft Certified Trainer (MCT), Senior Technical Instructor with MAX Technical Training and author of the books: SharePoint 2007 and 2010 Customization for the Site Owner and SharePoint Security for the Site Owner (available on Amazon).

Mike brings valuable real-world application experience and problem solving to his audience with 30 years of experience working with Microsoft products in various roles including those of developer, consultant and instructor.

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http://r20.rs6.net/tn.jsp?e=001gMnhKp_7A_RFdlrASaMdV8ESwvIzelFIDsPlYxQzm42H43aRgZgMYntMY9Syh37NfdEpTV3A15hMJ0PWyUKI_OoPt1mAAYQNY6cMPbElj42OWg7-q2zdi2IwifA9WpmRh2EkkQogvLpNeJK1zUlWykt97qOsOEB8sdWS-bEda658FIlZpOgGQX6_7aNIfsMjZpCLiMppg13rdG-HITYy5jStxvTJMgwSzI4RBmNcAvX8LWFL93ZXJ9fBKmvEujs7RdT1WIEHXgVBjua9bAFA9RaRBbwGgGWgcnwZMZIgVcnSTc8-RKoDcy-2XoCDDfyEIGnDD-_a9uOwyjpckke7Kg==

Module 1: SharePoint Search

• SharePoint Secrets for the End User

– Tips and tricks for finding “Stuff”.

• SharePoint Secrets for a Search

Administrator

– What you can do to improve search and

your user’s productivity.


Who is this session for?

– SharePoint End Users

– SharePoint Site Owners

– SharePoint Site Collection Administrators

– SharePoint Governance Auditors

– SharePoint Server Administrators

– Anybody who needs to "find stuff" in

SharePoint 2013


• SharePoint 2013 Versions

– SharePoint Foundation 2013

– SharePoint Server Standard Edition 2013

– SharePoint Server Enterprise Edition 2013

• Office 365

– Subscription levels

– Delve

• Yammer

Module 2: How Search Works

• Content is Crawled:– A user uploads a file.

– People search for the file and can’t find it.

– Search performs its next crawl of the content.

– People search for the file and can now find it.

• Search is a Cache of Content– Access to indexed content is very fast.

– Indexed content is not always up to date and is

current only as the last crawl of the content.


• Crawl Sources:– SharePoint lists, libraries and pages.

– SharePoint user profiles.

– Network shares.

– Non-SharePoint web sites.

– Data in external databases

and system.

• Search Crawling– Each source of content may

be crawled on a different schedule.

– During a crawl search looks for new, changed and deleted

content.

– After crawling, search updates the indexes and users can

then find the changed content


What is Indexed: (almost everything!)

– All of SharePoint including lists, libraries, pages and sites.

– All list and library metadata (columns).

– Document metadata. For example, the Advanced Properties found in Microsoft Word such as

author, manager, etc.

– The content of “recognized” files. Examples include Word, Excel, PowerPoint, OneNote, PDF, text, HTML and

many others.

– People. (SharePoint User Profiles)

– Optionally, external content configured by the server

administrators such as corporate web sites, CRM systems

and other content accessible to web browsers.

– Optionally, external content configured by the server

administrators from SQL Server, web services and other

data sources.


What is not Indexed:– Anything but the most recent version of an item.

– Unpublished versions of items.

– Checked out documents.

– The contents of files with file types not listed in the File

Types list.

– Parts of very large files. Search can only open the first 64

MB of a large file. (3MB for Excel documents) The rest of the

file is ignored.

– Anything beyond the first 2 million characters of the

extracted text, or what can be parsed in within 30 seconds.

– Content in lists, libraries and sites where the site owner has

disabled the “Allow … to appear in search results” option.


Search is Security Trimmed:– Users will only be able to see what they have permissions to

see.

– Items may continue to show up in search after permission

changes until the next crawl has completed.


Alternates to Search:

• Delve (Office 365 only)

– Delve uses machine learning and artificial intelligence to

search SharePoint content, emails, contacts, One Drive for

Business, Yammer and other sources to find things you

might be interested in.

– While not a true search tool, it uses search technologies,

knowledge of your activities and artificial intelligence to

“guess” what you are interested in.

• Delve will usually return a subset

of what you would find from a

SharePoint search.

Module 3: Core Search Techniques

Where can you search?• At the top right corner of each page.

• At the top of each library.

• In the OneDrive Query Box.

• In a Search Page or a Search Center.

• In custom search pages.


Where is your content?• Don’t know?

– Go to your Enterprise Search Center and start your search there.

• In a known site like Human Resources or Sales?

– Go to that site and use the search box at the top of the page.

• In a known library?

– Go to the library’s page and use the search box at the top of the library.

• Outside of SharePoint? (Network share, SQL database…)

– Go to your Enterprise Search Center and start your search there.


Typical Search Navigation

A user enters keywords into the search box on a page and clicks .If the user first clicked the search box dropdown and selected a search vertical, then skip to

“The user is redirected to the Enterprise Search Center”.

User is redirected to the general search results page.

(_layouts/15/osssearchresults.aspx)

Not finding what they are looking for, the user then clicks the search box

dropdown or the “Results found in” dropdown and selects a search vertical

like Everything or Conversations.

The user is redirected to the Enterprise Search Center.

If the user can’t find what they are looking for, or gets way too many

results, they may click Advanced Search and get redirected to the

Enterprise Search Center’s advanced.aspx page.

The user can then build a query using the Advanced Search

page, click Search and then be redirected back to the

Enterprise Search Center.


Shoot first and see what you hit…• You enter a single word:

• You try again and enter multiple words:

– This is better or at least less stuff to page through.

• You try a quoted phrase:

• Using quoted text will limit our search to results that include that exact phrase.

Documents that contain “jet airplane” in the title, author name, column data or

document contents will be found, but documents that contain “jet propelled

airplane” will not be found.

Getting closer…


Refining Your Search…

Aim then shoot…• Managed Properties, Equals, Contains and Wildcards.

title=jet title:jet title:jet*

• Equal: Use the equal sign to find an exact match. Searching for title=jet will not find our PowerPoint presentation as its title is “Jet Airplanes

and the Future of Flight” not “jet”.

• Contains: Use the colon to perform a “contains” search. Searching for title:jet will find our presentation, and also find a lot of other files. Note that “:”

only looks for whole words.

• Wildcard: You can use the wildcard “*” at the end of a word, “title:jet*”, and find

both “jet” and “jets”, and also “Jetsons”.

Note: Many of the property searches will return zero results when using “=” due to the way

SharePoint internally stores data. On the other hand, “:” may return more results than expected

due to its wildcard like behavior.

Getting much closer…



Quotes• Add double quotes if there are spaces in your text.

Quotes are used when you want to find an exact phrase.

title="Jet Airplanes and the Future of Flight"

We likely have now found our PowerPoint presentation, but we might have also found these files:

• Jet Airplanes and the Future of Flight.DOCX

• Jet Airplanes and the Future of Flight.JPEG

• Jet Airplanes and the Future of Flight.MPEG

• You could use two options to limit your search to the PPTX file:

title="Jet Airplanes and the Future of Flight" AND filetype="pptx"

or

filename:"Jet Airplanes and the Future of Flight.pptx"

• Notes: Search keywords and property names are not case sensitive, but the Boolean

operators are! (AND, OR, NOT)




Include and Exclude

• To find items matching one term, but not another, you can prefix a term with “-”

to exclude it. For example, to find all of the Smiths but not Mike Smith:

• While you can also add “+” to indicate “include” or “required”, this is assumed by

default. Both of the following produce the same results.

Tip: The “+” is also quite useful in Bing and Google searches where a keyword is not assumed to

be required.




Wildcards

• Wildcards are often used to search for variations of words.

– For example, while title:fly would not find “flying”, title:fly* would find both

“fly” and “flying”.

– Note that this example would also find “flyer” and “flyinglogo.jpg”. You could

also use “OR” to find just the two words: title:fly OR title:flying.

• The “*” wildcard can only be used at the end of a word. For

example: “share*” or “share* user*”.



Boolean Operatorsa AND b Both “a” and “b” must be true.

Example:

title="Jet Airplanes and the Future of Flight" AND filetype="pptx"

a OR b Either “a” or “b” must be true.

Example:

title="Jet Airplanes and the Future of Flight" OR title="Rocket Planes"

NOT a Negates what follows.

Example:

NOT title:"jet airplane"

a NEAR b Find items where “a” is within eight words of “b”. The order of the words is not

considered. sharepoint NEAR security will match both “SharePoint 2010 Security” and

“security features of SharePoint”.

a NEAR(n=v) b Finds items where “a” is within “v” words of “b”. The “n=” is optional.

Example: sharepoint NEAR(n=2) security

This can also be written as: sharepoint NEAR(2) security

a ONEAR b

a ONEAR(n=v) b

ONEAR preserves the order of the terms. I.e. “a” must be found before “b”.

sharepoint NEAR security will match “SharePoint 2010 Security”, but will not match “security

features of SharePoint”.


Search Results• Search Refiners and Hover Panels


Search Refiners• The refiner panel contains links that can be used to filter the search

results.

• Your search administrator can customize the refiners and could

add custom refiners such as Product Category or Sales Region.

Filtered to

only display

“new in the

last month”.


Search Verticals• Search Verticals:

– Formerly known as scopes in earlier versions of SharePoint.

– Prebuilt searches that return a subset of the full indexed content.

• If configured, the Search Verticals show up in several places:– The site’s search box:

– The default search results page (_layouts/15/osssearchresults.aspx):

– The Enterprise Search Center page:

• The list of available Search Verticals can be different in each site. Note

that the Enterprise Search Center pages also include a “Videos”

vertical by default.


Searching for People• Search for people?

– A search for a user’s profile, a People search – finds users

– A search for a document property such as Author, ModifiedBy or a custom column like

TrainingManager – finds documents / items

• User Profiles are populated in several ways:– Data imported from Active Directory.

– Data imported from external sources using SharePoint’s Business Connectivity

Services (BCS).

– Manually added by an administrator.

– Manually added by the end user.


The Advanced Search Page

• Available in sites created from the Enterprise Search Center site

template.

• Might be disabled.

• It’s a Query Writer!

• Features: The Advanced Search page can simplify

searches by:

– Searching for phrases without knowing about, or having to

type, quotes around the phrase.

– Search for all of the words without knowing how to use “AND”.

– Search for any of the words without knowing “OR”

– Exclude words without know about “-”.

– Selecting documents by language without knowing about

DetectedLanguage="de".

– Selecting documents by properties.


Search Alerts• Search alerts are similar to list and library

alerts, but are only sent as daily or weekly

summaries.

1. Perform the search, scroll to the bottom

of the page and click Alert Me.

2. Enter a title. This title will be the subject

line of the alert email.

3. Select a Delivery Method. Depending on

your SharePoint configuration you may

also have an option to send a text. (The text option is not available on Office 365.)

4. Select the type of change.

5. Select the frequency of alerts.

6. Click OK.

Module 4: Advanced Search Techniques

Property Searches• Built-in properties: Title, FileType, Size, Author and

100’s more.

• Examples:Author, Title, FileName, ContentType, SPContentType, ContentClass,

DetectedLanguage, FileExtension, FileType, SecondaryFileExtension,

Size, Created, IsDocument, IsContainer, LastModifiedTime, Write,

CreatedBy, ModifiedBy, Path, ContentSource, Site….


Working with Dates• Time Zone

– Search internally stores dates in Universal Time. (GMT)

– A file uploaded “2/7/2015 10:50 PM EST” will not be found by USA users

with a search for “Write=2/7/2015”.

– That file will be found with a search using “Write=2/8/2015”.

• Date Ranges

– You can create searches on date ranges using “..”.

Example: write=2/1/2015..2/8/2015

– You can also use the names of some date ranges.

Example: write="this week"

• The supported ranges are:

– today, yesterday

– this week, this month, last month, this year, last year


ContentClass Property• find all list items or documents of a certain type

• find all lists/libraries of a certain type

General pattern:

• Find all lists of a type:

contentclass=STS_List_TemplateNameOrNumber

• Find all items in a list of a type:

contentclass=STS_ListItem_TemplateNameOrNumber

• Two special ContentClass codes:

Find all Site Collections (top level sites): contentclass=STS_Site

Find all Webs (subsites): contentclass=STS_Web

• ContentClass plus other properties:


Content TypesExamples:

• All Announcements

• All Purchase Orders (a custom Content Type)

• Can search for Content Types and MIME types:

– Content Type example: contenttype=announcement

– MIME Type example: contenttype=application/pdf

• Note: You can discover content types by going to Settings, Site

Settings, Site Content Types.


When is a Title not the TitleThe Document:

File as Uploaded:

The search:

Note the title displayed

in the results.


What you can do to improve search

results?

• Give your files meaningful names.

• Don’t create file names that are one big “word” like

“SalesContractForJonesEngineering.docx”.

• If your organization has a formal governance plan and/or a

formal SharePoint taxonomy, use it.

• Use Content Types. Just classifying a document as a

“Purchase Order” will greatly aid in finding it in the future.

• Can’t find it? Let your search administrator know. They can

modify search to make it easier to find things.

• Got a document that everyone is looking for? Let your search

administrator know. They can promote it in the search results.

Do you have a Search Administrator?

What can a Search Administrator do to

improve search results?

• Create and Deploy a Thesaurus (on prem only)

• A thesaurus is used to supply synonyms for commonly searched

terms. When a user searches for a term found in the thesaurus

the search is expanded to include the synonyms. The thesaurus

is created as a text file and then uploaded to search.

• Example:

1. User searches for “IE”.

2. A synonym of “Internet Explorer” is found in the Thesaurus.

3. The search is expanded as "IE" OR "Internet Explorer".



• Custom Entity Extraction (on prem only)• Custom Entity Extraction lets search collect metadata from the

content without the users having to manually enter metadata..

• Examples:

– Products

– Chemicals

– Medical terms

– Legal terms

• Company Name Extraction



• Fix the “Missed Files” problem.

• Search ignores duplicates!

• Search has a very broad definition of “duplicate”!

SharePoint Search

• Missing files… Duplicates

1. Visit the Purchase OrderLibrary, and there they are!

2. Search for PO’s:

3. Only find two???

SharePoint Search

• Missing files… Duplicates– SharePoint thinks they are

duplicates!

– But, they are not.

– Different dates,PO numbers, and some text.

• How do you find duplicates?– Option 1: Give the user a

link to request the duplicates. (web part edit)

– Option 2: Just show all of the duplicates. (web part edit)



• Fix the “Missing File Types” problem.

• FileType:pptx works. So does FileType:pdf

• But…

• FileType:jpg, FileType:gif, FileType:wpf do not work.

• Tip: Until your Search Administrator fixes it… you can

search using SecondaryFileExtension:jpg



• Fix the “wrong title” problem.

(covered this earlier)



• Create Custom Result Sources.

• We used to call these “scopes”.

• In addition to Everything, People, Conversations and

videos you can add:

– Products, Recipes, Reports, Purchase Orders, Contracts…

– Anything you have metadata for…

– External sources… Bing or other internal search engine.



• Query Suggestions

• Spelling Suggestions

• Authoritative Pages



• Create Query

Rules.



• Create Custom Display Templates



• Create Custom Search Web Parts



• Monitor Search Activity and Performance.

SharePoint Search

Mike Smith

[email protected]

@TechTrainNotes http://TechTrainingNotes.blogspot.com

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Introduction to SharePoint 2013 for Collaboration and Document Management 11-23, 1-4

Microsoft SharePoint 2013 Search Administration 11-23, 1-26

SharePoint 2010 and 2013 Auditing and Site Content Administration using PowerShell 11-20, 12-28

SharePoint 2013 for Site Owners 11-24, 1-5

SharePoint 2013 Search for Power Users 11-19, 1-25

SharePoint 2013 Training Bundle 11-23, 1-4

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SharePoint Search Secrets for Power Users & Administrators - Mike Smith

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Transcript of SharePoint Search Secrets for Power Users & Administrators - Mike Smith