Find It With Share Point Search
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This document discusses how to optimize search in SharePoint. It begins with an overview of the Shared Service Provider (SSP) and how it connects sites and indexes content. It then discusses how to improve search relevancy through metadata like titles, descriptions and authors. Specific techniques covered include using scopes, managed properties and best bets. The document also addresses training end users on features like advanced search and customizing search interfaces.
Find It With Share Point Search
- 1. Find It With SharePoint SearchMOSS 2007 Shared Service Provider – Search
- 2. Google's mission: to organize the world's information - make it universally accessible and usefulGoogle’s PromisePlug it in, Turn it on and Find it!
- 5. Microsoft Enterprise SearchWindows Desktop Search (XP) – Win7/VistaRuns on Desktop “User Driven”/GPOConfigure To Integrate with MOSS / Servers MOSS 2007 – WSS/Standard/EnterpriseWSS Leverages SQL Full Text Indexing – Free!Focus on STANDARD – Enterprise Adds FAST, Business Data Catalog (Needs an Entire Deck!)SharePoint 2010 Coming in JuneReplaces SSP – Adds Tagging / Metadata Into SharePoint Out Of Box
- 6. Today’s Presentation…SSP: MOSS Search OverviewFinding The Right Information With SearchHow It Works – How To Tune ItWhat Process / Procedures are NeededWhat Users and Administrators Need To Do…People – Process – Technology Points…
- 7. SSP Connects To SitesTechnology
- 8. Shared Services Provider (W/O Search)Technology
- 9. Search (SSP) and Web ApplicationTechnology
- 10. TechnologySP Farm/Central Admin Function
- 11. Search Service ArchitectureOperations - ProceduresSP Farm/Central Admin
- 13. Improving usability of the search interface and results13
- 14. BIG 3 Metadata – HUGE Benefits!Title – Any Document, Web Page, etc.Descriptive, “Plain English” WITH_SPACES_!Content Author – WHO Prepared the Actual Document (Not the Template!)Lots of Cross Links (MySites / colleagues, etc.)File Name – Required – But USE ENGLISH!More on METADATA / Tagging LaterPEOPLE / TrainingEnd Users / Site Owners
- 15. Adding a title to document properties affects search results15Filename only:Filename and Title:PEOPLE / TrainingEnd Users / Site Owners
- 16. Search Scopes Direct Users To Content16Global search boxTabs in Search CenterSP Farm/Central Admin Function
- 17. Combine Scope + Managed PropertiesSet Up A “Managed Property” Or Use One That Comes Out Of Box Link to Scope via Rule – Expose in SearchEasier Than “Advanced Search”?SP Farm/Central Admin Function
- 18. ‘Simple’ XML/XSL customizations can change the look and feel of Search Results18Site Owner / Web Designer
- 19. Training Point! Global search results vs. Contextual search results19GlobalHomeDepartmentsProjectsCommitteesTrainingReportsContextualSales & MarketingPeople – Training!
- 20. Global search results are different than Contextual search resultsGlobalContextual20People – Training!
- 22. Site structure impacts relevancy22Authoritative Pages Home1st levelDepartmentsProjectsCommitteesTrainingReportsSales & Marketing2nd levelSP Farm/Central Admin Function
- 23. Leverage Best Bets to bring most relevant content to the top of results.23Procedures – Regular Review Process?Web Site Administrator Function!
- 24. Measure results and make adjustments periodically24SP Farm/Central Admin AND Web Site Admin Should Review Together…
- 26. Users don’t tend to use Advanced Search.26Web Site Administrator Function!
- 27. Training! Advanced Search works differently from Global Search 27
- 28. You can use custom managed properties in Advanced Search.28Managed Properties!SP Farm/Central Admin Function
- 29. Advanced Search: PropertiesRestriction ExplanationProperty NameScopeFile TypeSiteANY metadata propertyCity:CharlotteAny Configured Scope Scope:SharedFoldersAny Configured File Type Filetype:docx OR Filetype:PDFFilter by Site / URL from IndexSite:http://teams http://www.sharepoint911.com/blogs/john/archive/2009/02/03/richer-search-results-through-the-use-of-property-restrictions-with-sharepoint.aspx
- 30. Make It SIMPLE – Embed SearchCreate a Web Page With “Prebuilt Advanced Search” On It – Set the options – Easier Results!Place Search Web Parts on Page MANY Third Party Add Ons For This Too!(Entire Presentation on it’s own!)
- 31. Tag It So You Can Find It…? Properly Filed Information Is Easier To Find!“Findability” Goes Up BUT “Putability” Goes Down! (Apologies To Bill English / Mindsharp)Tag With Custom Column or Content TypeAdd Organizing Data As Content is SavedCustom Views in Web Interface – Managed Properties in Search SSPUse Data to Enhance Search AND Web SiteMANY THIRD PARTY OPTIONS!!
- 32. Columns = MetadataThere are many types of columns: e.g.DateNumberFree form TextColumn values can also be chosen from a list of controlled vocabulary terms32
- 33. Content TypesReusable collection of settings to describes a specific kind of content Metadata fields (columns)Content Types can contain custom properties like: Retention Policy
- 34. Workflows
- 36. Standard Properties – “Putability?”34
- 37. Document Information PanelStandard in Office 2007Honors Content Types and Columns35
- 38. Creating A Managed PropertyAdd column to the Search IndexExposes the column in advanced searchEnables showing the column in search results views36
- 39. Advanced Search Uses PropertiesFull text keywordsExtended metadata properties37
- 41. ResourcesTechNet and MSDN top the listBooks / PeopleWrox/Tom RizzoMS Press “Best Pratices”Ben Curry and Bill English
Editor's Notes
- #3: Google has built a huge corporation based on Search (mostly for consumers) – based upon advertising and related commercial salesThey even have “Enterprise versions” of their search – Does anyone here use Google Appliances? Anyone have users with Google Desktop Search setup?Anybody have them linked up together? It is very powerful stuff!
- #4: It’s kind of like manna from Heaven above – The right information – immediately available when needed! The business benefits of NOT wasting time looking for something are LEGION There are MANY studies of the “soft costs” of each associate in a company spending time searching for information.
- #5: However most of the time – our electronic filing and information delivery isn’t that easy to use – It may seem obvious to the person who set it up – It might be optimized to make one person’s job smoother – But people often find that they can’t find the right information at the right time. And SHAREPOINT can either make this problem WORSE – or it can make it better…(Aside about SharePoint usage at NGC – contrast between CSC – Sales/Marketing team sites and IT team sites…)
- #6: So let’s look at the BIG PICTURE from a Microsoft – Not a Google – perspective…Comparison of SharePoint Search Options -- http://msdn.microsoft.com/en-us/library/aa981559.aspx
- #8: http://blogs.msdn.com/martinkearn/archive/2006/06/06/MOSS-Architecture-_2600_-Shared-Services.aspxhttp://technet.microsoft.com/en-us/library/cc263199.aspx
- #9: BOOK: SharePoint 2007 Best Practices by Ben Curry and Bill English