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This is a presentation I gave to our internal SharePoint User Group on Friday, September 19th, 2014. It covered some of the basics of SharePoint searching, taking them beyond the "type in a couple of words and hope for the best" approach.
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SEARCHING INSHAREPOINT
Thomas Duff
09/19/2014
Agenda
• Making Sure Your Site Is Searchable• Search Keywords• Property Keywords• Refiners• Best Bets• Resources
Making sure your site is searchableLibrary Tools > Library > Library Settings > Advanced Settings:
Making sure your site is searchable
This means that your content will be indexed for searching:
Our set of example documentsFive Word documents and five Excel documents…
The text and properties of the Excel documents
Common language except for “first”, “second”, “third”, “fourth”, and “fifth”. We also use the Title and Authors property fields for the files.
The text and properties of the Word documents
Common language except for “first”, “second”, “third”, “fourth”, and “fifth”. We also use the Title and Authors property fields for the files.
Three different search scopesYou can search on All Sites, the specific site that you’re on, or the specific list that you’re in…
If I search on All Sites…
If I search on the site that I’m on…
If I restrict my search to the specific list…
The AND keywordThe AND keyword means that both words have to appear in the item:
The AND keyword
If you don’t use a keyword in your search, the default is AND:
The OR keywordThe OR keyword means that one OR more of the words have to appear in the item:
Using quotes to search for phrasesIf you want to search for a specific phrase, use quotes:
The NOT keywordUse the NOT keyword (or the minus sign) to find items that have one word but NOT another word:
Using parentheses for grouping wordsParentheses are used to group terms that you want to consider as a single unit that you then put together with other terms:
(“Word document” –first) OR Excel
Using the Wildcard characterYou can use an asterisk as a wildcard to get all words that start with a particular set of characters:
The Author propertyYou can search for any files that have certain values in the Authors field:
The Title propertyYou can search for any files that have certain values in the Title field:
The Filename propertyYou can search for specific file names:
filename:”Example Document 01.docx”
Search refiners
Refiners allow you to “drill down” into your search results.
Refiner exampleWe start out with a search for “example” which returns all our documents:
But I only want the Excel documents…
Refiner exampleClicking on Microsoft Excel cuts down my results to only five entries:
But I know the document I want was authored by Sandra Mahan…
Refiner exampleUsing the refiners took me from 10 search results to a single item without having to run three separate searches:
To make your site more findable… Best BetsKey phrases or words can be assigned to specific sites and made to appear at the top of the search results.
Additional Resources
• Keyword Query Language (KQL) syntax referencehttp://msdn.microsoft.com/en-us/library/ee558911.aspx
• Hyphen, underscore or space? Which one is the best for SharePoint Search?
http://absolute-sharepoint.com/2014/09/hyphen-underscore-space-one-best-sharepoint-search.html
• SharePoint 2010 Search New Query Syntaxhttp://johnrossjr.wordpress.com/2010/05/14/sharepoint-2010-search-new-query-syntax/
• Syntax for SharePoint 2010 Enterprise Search Querieshttp://www.glynblogs.com/2012/01/syntax-for-sharepoint-2010-enterprise-search-queries.html
