FIND IT WITH SHAREPOINT SEARCH

MOSS 2007 Shared Service Provider – Search

Google’s Promise

Plug it in, Turn it on and Find it!

Google's mission: to organize the world's information - make it universally accessible and useful

Microsoft Enterprise Search

Windows Desktop Search (XP) – Win7/Vista Runs on Desktop “User Driven”/GPO Configure To Integrate with MOSS /

Servers MOSS 2007 –

WSS/Standard/Enterprise WSS Leverages SQL Full Text Indexing –

Free! Focus on STANDARD – Enterprise Adds

FAST, Business Data Catalog (Needs an Entire Deck!)

SharePoint 2010 Coming in June Replaces SSP – Adds Tagging / Metadata

Into SharePoint Out Of Box

Today’s Presentation… SSP: MOSS Search Overview

Finding The Right Information With Search How It Works – How To Tune It What Process / Procedures are Needed What Users and Administrators Need To

Do…

People – Process – Technology Points…

SSP Connects To Sites

Technology

Shared Services Provider (W/O Search)

Technology

Search (SSP) and Web Application

Technology

TechnologySP Farm/Central Admin Function

Search Service Architecture

SP Farm/Central Admin

Operations - Procedures

Improving usability of the search interface and results

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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 Later

End Users / Site Owners

PEOPLE / Training

Adding a title to document properties affects search results

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Filename only:

Filename and Title:

PEOPLE / TrainingEnd Users / Site Owners

Search Scopes Direct Users To Content

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Global search box Tabs in Search Center

SP Farm/Central Admin Function

Combine Scope + Managed Properties Set Up A “Managed Property” Or Use

One That Comes Out Of Box Link to Scope via Rule – Expose in

Search Easier Than “Advanced Search”?

SP Farm/Central Admin Function

‘Simple’ XML/XSL customizations can change the look and feel of Search Results

18Site Owner / Web Designer

Training Point! Global search results vs. Contextual search results

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Home

Departments

Projects Committees Training Reports

Sales & Marketing

Global

Contextual

People – Training!

Global search results are different than Contextual search results

Global Contextual

20 People – Training!

Behind-the-scenes usability improvements

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Site structure impacts relevancy

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Home

Departments

Projects Committees Training Reports

Sales & Marketing

1st level

2nd level

Authoritative Pages

SP Farm/Central Admin Function

Leverage Best Bets to bring most relevant content to the top of results.

23Web Site Administrator Function!

Procedures – Regular Review Process?

Measure results and make adjustments periodically

24SP Farm/Central Admin AND Web Site Admin Should Review Together…

Advanced Search

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Users don’t tend to use Advanced Search.

26Web Site Administrator Function!

Training! Advanced Search works differently from Global Search

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You can use custom managed properties in Advanced Search.

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Managed Properties!

SP Farm/Central Admin Function

Advanced Search: Properties

Restriction Explanation

Property Name

Scope

File Type

Site

ANY metadata property City:Charlotte

Any Configured Scope Scope:SharedFolders

Any Configured File Type Filetype:docx OR Filetype:PDF

Filter by Site / URL from Index Site:http://teams

http://www.sharepoint911.com/blogs/john/archive/2009/02/03/richer-search-results-through-the-use-of-property-restrictions-with-sharepoint.aspx

Make It SIMPLE – Embed Search Create 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!)

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 Type Add Organizing Data As Content is

Saved Custom Views in Web Interface –

Managed Properties in Search SSP Use Data to Enhance Search AND Web

Site MANY THIRD PARTY OPTIONS!!

Columns = Metadata

There are many types of columns: e.g.

DateNumberFree form Text

Column values can also be chosen from a list of controlled vocabulary terms

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Content Types

Reusable collection of settings to describes a specific kind of content

• Metadata fields (columns)

Content Types can contain custom properties like:

• Retention Policy• Workflows• Business processes

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Standard Properties – “Putability?”

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Document Information Panel Standard in Office 2007 Honors Content Types and Columns

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Creating A Managed Property Add column to the Search Index Exposes the column in advanced search Enables showing the column in search

results views

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Advanced Search Uses Properties

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Full text keywords

Extended metadata properties

Metadata Mapping

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Resources

TechNet and MSDN top the list Books / People

Wrox/Tom Rizzo

MS Press “Best Pratices” Ben Curry and Bill English