keys to sharepoint search - sps philly
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Keys to Success with SharePoint SearchSharePoint Saturday PhiladelphiaMike Oryszak February 4th, 2012
Thank you to Sponsors!
About Me Practice Manager with Intellinet Microsoft SharePoint Server MVP Developer and Architect with MS stack since 1996 Working with SharePoint since 2002 Raleigh-Durham, NC Area since 1998
Contact Info Blog - http://www.mikeoryszak.com Twitter - @Next_Connect Email – [email protected] LinkedIn - http://www.linkedin.com/in/michaeloryszak
Session Overview Search Concepts Overview Keys to Success Wrap-up and Questions
Keys to Success with SharePoint Search
Search Concepts Overview
Search Concepts OverviewSearch Product Options Covered
Search Server Express
Benefits
Zero Licensing Costs
LimitationsSmaller Index
300k items w/ SQL Express10m items w/ SQL Server
Good UseSmall work group systems match with SharePoint Foundation sites
SearchServer
BenefitsSupports med to large indexes
Supports additional deployment scenarios
Limitations10m items
Good UseEnvironments without SharePoint
Larger SharePoint Foundation Environments
FAST for SharePoint
BenefitsSupports extremely large indexes
Incl w SharePoint Server Ent
Search People and Content
Thumbnail Previews
Enhanced Refinements
Extendable Indexing
Good Use
Complex Environments
Custom Processing
SharePoint Server
BenefitsSupports med to large indexes
Incl w SharePoint Server Std/Ent
Search People and Content
LimitationsEnhancementsCustomizations
Style and Branding Guide
Good Use
Medium Complexity Environments
How does it work? Crawling
A scheduled activity that processes Content – Full text search Meta-data – Content Classes, Site, List Columns Security – Content ACL
Index Processed info Extremely fast compared to querying source content Provides security trimmed results
iFilters Make Indexing Proprietary Documents Possible
PDFs CHM Help Files DWF/DWG Engineering Documents Zip/Rar Archives
Must install iFilters for non MS Office products
Managed Properties Managed Properties
Can be used to query against a specific attribute 100+ by default, more can be added
Examples: Author ContentType CreatedBy LastModifiedTime DocId FirstName
Content Classes Content Classes
Searches based on Object Type Great for filtering down the potential resultset
Examples: SPSPeople STS_Site STS_Web STS_list_[doccumentlibrary] * STS_listitem_[documentlibrary] *
* Note name in brackets can be replaced with template name
Keys to Success with SharePoint Search
Keys to Success
Content Sources Define the Content Sources
SharePoint sites SharePoint User Profiles Exchange Public Folders Shared Network Drives Web Sites Business Data (with Business Connectivity Services)
Each Content Source Definition can specify multiple locations
Can have multiple definitions for each type
Content Sources Key #1 – Enterprise Search should contain all relevant
content, not just SharePoint content.
Key #2 – Organize Content Sources based on your expected crawl frequency.
Search Scopes Search Scopes Help to Narrow the Index
Administrators define rules to filter down the results Rules can dictate the…
Content Source Location of Content Type of Content Property Values
Examples: All Sites People Help Desk Articles Enterprise Documents
Search Scopes Key #3 – Define meaningful Search Scopes to help
people search with context.
Setting Crawl Schedules Schedule Set For Each Content Source Definition
Can set schedule for full crawl Can set schedule for incremental crawl
Multiple Schedules Allows for… Scheduling dynamic content more frequently Splitting up the crawl process
Setting Crawl Schedules Key #4 – Schedule incremental crawls frequent enough
to provide relevant content.
Key #5 – Monitor crawl impact on farm and avoid full crawls during peak usage.
Managed Properties Support Precise Content Queries
Examples Search for Customer=‘Acme’ instead of ‘Acme’ Search for Department = ‘IT’ instead of ‘IT’
Managed Properties Key #6 – Plan for the use of managed properties to
increase relevance and support dynamic content.
Authoritative Content Adjust Relevancy Ranking
Promote Important or Authoritative Sites/Pages Demote less important Sites/Pages
Examples: Enterprise Content versus Workgroup Content Demote legacy archived content and shares
Authoritative Content Key #7 – Identify and promote most important and
authoritative content and demote less important content.
Keywords, Synonyms, and Best Bets Map Keywords to Synonyms and Best Bets
Synonyms can help link industry or company terms Abbreviations Aliases
Best Bets are like Paid Advertising
Managed at the Site Collection Level Site Collection Admin
Keywords, Synonyms, and Best Bets Key #8 – Use Synonyms and Best Bets to increase
findability and accommodate industry or company terms.
Review Search Reports Reports Provide Info On
Query Frequency Top Queries Search Keywords Failed Queries Best Bet Usage Best Bet Suggestions
Managed at the Site Collection Level Site Collection Admin
Review Search Reports Key #9 – Use the Search Reports to improve relevancy
and reduce the number of zero results.
Federated Search Send Queries to Multiple Search Systems/Indexes
Can Avoid Crawling the Same Content Twice
Examples: Company with multiple divisions each with a separate index Integration with other Enterprise Search systems Federate research queries with public services like Bing
Federated Search Key #10 – Leverage existing indexes to expand the reach
and content available within your SharePoint environment.
Keys to Success with SharePoint Search
Wrap-up
Keys to Success with SharePoint Search Key #1 – Enterprise Search should contain all relevant content, not just SharePoint content.
Key #2 – Organize Content Sources based on your expected crawl frequency.
Key #3 – Define meaningful Search Scopes to help people search with context.
Key #4 – Schedule incremental crawls frequent enough to provide relevant content.
Key #5 – Monitor crawl impact on farm and avoid full crawls during peak usage.
Keys to Success with SharePoint Search Key #6 – Plan for the use of managed properties to increase
relevance and support dynamic content.
Key #7 – Identify and promote most important and authoritative content and demote less important content.
Key #8 – Use Synonyms and Best Bets to increase findability and accommodate industry or company terms.
Key #9 – Use the Search Reports to improve relevancy and reduce the number of zero results.
Key #10 – Leverage existing indexes to expand the reach and content available within your SharePoint environment.
Additional Resources MSDN SharePoint 2010 Resource Center
http://msdn.microsoft.com/en-us/sharepoint/bb964529.aspx
Enterprise Search Planning http://technet.microsoft.com/en-us/library/cc263400.aspx
Keys to Planning for SharePoint Search http://
www.mikeoryszak.com/sharepoint/keys-to-planning-for-sharepoint-search
Content Classes in SharePoint Search http://
www.mikeoryszak.com/sharepoint/content-classes-in-sharepoint-search
My Search Blog Posts http://www.mikeoryszak.com/tag/search
Questions and Feedback
SharePoint Community in Philadelphia Tri-State SharePoint Users Group
SharePoint (2010 & 2007) Administrators Developers IT Pros
Keynote and related Hands-on Lab each meeting “On SharePoint Development”
Our lecture series on general SharePoint Development topics and how to improve those skills
Meetings: 2nd Tuesday of the month, 5:30pm – 9:00pm, Microsoft Malvern MTC
Website: www.TriStateSharePoint.org Email: [email protected] Twitter: @tristateSP
SEARCH SITE AND WEB PARTSKeys to Success with SharePoint Search
Search Site and Web Parts
Out of the Box Web Parts All Web Parts from the Search and Results Page are available
Including: Paging Results Related Queries Best Bets Statistics Summary
Out of the Box Web Parts Search Results
XSLT for both Content and People can be fully customized Queries can be preset to create dynamically generated content
on sites
Search Site and Web Parts Out of the Box Web Parts
USES FOR SEARCHDevelopers Introduction to SharePoint Search
Uses for Search Rich Content Interactions
Interacting with Very Large Lists & Libraries Listing Department members
Content Without Site Boundaries Cross-site navigation with security trimming Aggregating content