- End-User Experience
Office SharePoint Server 2007 provides an enhanced search end-user experience
by making it easier to find information through a consistent interface, with
improved relevancy of the results that are returned. This first section will help you
explore the search end-user experience.
There are two options when 1. In the high-level Web site, view the Search tab.
accessing a search. One option 2. View the Search text box.
is to click the Search tab, and
the other is to type a search
phrase directly in the Search
text box in the upper right-hand
After the Search tab is selected, 3. Click the Search tab.
the Search Center appears. 4. View the Advanced Search link.
Search terms can be entered
here with results returned.
- Performing a Search
After a search has been run, the
search term is highlighted in the Note: You must have crawled a content source to view
results set and an icon appears results.
next to the result indicating the
document type. 5. Enter the search phrase “SharePoint”.
6. Click the search icon .
7. View the search results and see keywords
highlighted in the results.
8. View the icon next to each result returned.
If a mistake with the search
phrase is entered, the “Did you Note: You must have crawled a content source to view
mean?” feature will appear with results.
some suggestions. This provides
suggestions of what your search 9. Enter a misspelled word.
phrase could be to return results. 10. View the “Did you mean?” options.
- You can use the new keyword Note: You must have crawled a content source to view
syntax to perform additional results.
filtering on your search query.
Using the property:value 11. Enter “filetype:aspx” and then “SharePoint” into
syntax, you can filter the results the Search text box and click the search icon.
for any managed property. 12. View the result set of only .aspx files.
For example, if filetype:aspx is
entered in addition to the search
term, then only .aspx files will
appear in the search result.
In Advanced Search, filtering
can be applied to the search to Note: You must have crawled a content source to view
narrow the result set returned. results.
The Advanced Search page
helps the user easily construct 13. Click the Advanced Search button.
an advanced query. 14. Enter a search phrase in the All of these words
The results can also be filtered text box.
based on scope or language, and 15. View the Narrow the Search options.
even property restrictions such 16. View the Language and Result Type.
as by the author, the description, 17. View the property restrictions.
or the last modified date. 18. Click Search.
- Searching for people and their Note: You must have crawled a content source to view
expertise is simple. Searching results.
for people in an organization
requires typing in a name 19. Enter a name in the Search text box.
directly in the Search text box. 20. Click Search.
21. View the results.
- However, this returns not only
people, but documents with the Note: You must have crawled a content source to view
same name. To filter the results results.
so only people appear, first
select the People tab. When a 22. Click the People tab.
person’s name is entered, only 23. Click Search Options.
people in the organization are 24. Enter a name in the Search text box.
returned. These results can be 25. Enter a title in the Title text box.
narrowed by selecting the
Search Options and entering
either a department, a title,
responsibilities, skills, or
26. Click Search.
27. View the results.
- After this list of people is 28. Click a person’s name.
returned, clicking on a person 29. View their information.
provides a view of the user’s 30. Click the Back button.
profile and provides extended
information that helps you to
connect with the person.
After a person is found, they can 31. Under the person’s name, click Add to my
be added to a “colleagues” list. Colleagues.
This decreases their social
distance and the person will
appear more readily the next
time a search is performed.
Administering search in Office SharePoint Server 2007 is much easier and more
intuitive than in SharePoint Portal Server 2003. Administrators can configure
search settings by using the Search Setting page on the Shared Services Provider
(SSP) level, the Central Administration pages, and site collection administration
pages. The administrator must be both a Shared Services Provider administrator
and a farm administrator to access both the Shared Services Provider
administration pages and Central Administration.
Administrators can set the content sources used for search, file type settings, and
crawl schedules settings, determining when content sources are indexed.
Administrators also have access to a number of reports reflecting search usage and
results. All of these administration options are fully accessible from the Shared
Services Provider administration pages and the Central Administration Web
- portal, making administration simple and intuitive. This section will help you
explore some of the administrative features.
- Navigating to Shared Services
In Central Administration, 1. Navigate to SharePoint Central
search settings are accessed Administration.
through the Shared Services 2. Click the Share Services Name (by default,
Administration. In this screen, the first one is named: SharedServices1)
there are a number of settings under Shared Services Administration.
for search. 3. View the links under Search.
4. Click Search settings.
The Search Settings page 5. View all settings.
provides a number of areas
where an administrator can
access and configure. There are
three main sections on the
Configure Search Settings page.
The first section focuses on
crawling settings, including
content sources, crawl rules, and
property management. The
second section focuses on
viewing, creating, and updating
scopes. The third section
focuses on increasing relevancy
of particular sites.
- View the Content Source
Content sources are created by 6. Click Content sources and crawl schedules.
administrators based on the
company’s needs and are used
to determine what content
locations are to be crawled and
subsequently indexed. The
Content Sources are accessed
when a crawl is performed.
The Manage Content Sources
screen lists all current content
sources. The status column
shows whether the content
source is currently being used to
perform a crawl. The next full
crawl and next incremental
crawl columns provide a quick
view of the schedules for your
New content sources can be 7. Click the New Content Source button.
added by using the Add Content 8. Click Cancel.
Source page. On this page, the
administrator can enter a name
for the new content source.
There are a number of choices
for the type of content source. It
can be other SharePoint sites,
Web sites, file shares, Exchange
public folders, or business data.
After the content source type is
chosen, the administrator can
specify the URL of where the
content is located and optionally
set the crawl schedule. Selecting
the Start full crawl of this
content source check box at the
bottom of the page and clicking
OK starts a full crawl of the
new content source.
- Manage Crawl Rules
Administrators can also manage 9. Click Search Settings in the breadcrumb.
the crawl rules that apply to all 10. Click Crawl Rules.
content sources. The SharePoint 11. Click New Crawl Rule.
Central Administration UI
allows administrators to specify 12. Click Cancel.
what files/folders should be 13. Click Search Settings in the breadcrumb.
included/excluded when any
crawl is performed. This can
also improve performance and
search result relevancy.
The first screen lists any
existing crawl rules that are
available for editing. An
administrator can add a new
crawl rule as well. In this form,
the administrator specifies the
path that will be included or
excluded from the crawl.
View Crawl Logs
The Search Settings page also 14. Click Crawl Logs.
provides an area where 15. Click Search Settings.
administrators can view the
crawl logs. Here, an
administrator can view what
was crawled successfully and
unsuccessfully in the content
source. Furthermore, if a log
exists, an administrator can
click an error result number to
view the specific files that were
- Manage File Types
The file type manager gives 16. Click File types.
administrators the ability to
control exactly which types of
documents can be indexed. The
New File Type button on the
Manage File Types page allows
administrators to add file type
extensions to the list that the
system uses to determine what
types of files to crawl.
Administrators can also remove
certain file types from the list to
increase performance by
reducing the number of
documents to be crawled.
- Common file types, like those 17. Click New File Type.
belonging to Office products or 18. Click Cancel.
Web-based files, are by default.
A new file type can easily be
added. Select a New file type
and then enter the extension of
the file to be included. Multiple
file types can be added by
separating each with a comma;
this is useful for document types
that have multiple extensions,
like HTM and HTML.
File type inclusions provide a
simple method for including and
excluding documents from
being indexed, thus providing
another way for administrators
to fine-tune server performance.
If a custom file type is added, an
IFilter must also be installed,
ensuring the file type can be
parsed when crawled. Office
SharePoint Server 2007
provides a number of IFilters,
and more are available through
Microsoft and other third-party
vendors. If an IFilter does not
exist, software developers will
need to create their own IFilter.
Manage Shared Scopes
- In the Search Settings page, the 19. Click Search Settings.
administrator can also add and 20. Click View Scopes.
update shared scopes such as the 21. Under Shared Scopes, click People.
People scope. Shared scopes are
available to all sites configured 22. View the Scope Properties and Rules page.
to use a Shared Service
View Relevancy Settings
- Another administration tool in 23. Click Specify Authoritative Pages.
SharePoint Central 24. Click Cancel.
Administration Search Settings
is the Specify Authoritative
Pages page. This allows
administrators to specify
particular sites as more
authoritative to indicate that
these pages are more relevant.
In the Specify Authoritative
Pages page, there are four levels
of granularity for authoritative
sites. The first three levels are
Most Authoritative pages, then
Second-level Authoritative, and
Third-level Authoritative pages.
Finally, the administrator can
also specify which sites should
be demoted by adding these
sites to the Sites to demote
section of the page.
- View a Search Queries Report
Query reports provide an easy
way for administrators and Note: If no content has been crawled and no searches
managers to see what is being have been performed, nothing will appear in these
searched upon and how results reports.
are being returned. These
reports show how accurate the
results are and provide clues 25. Click the Shared Services name link under
about how the administrator can Shared Services Administration heading.
improve these results. 26. Click Search usage reports.
Open the main reporting page
for search queries. Report views
are broken into two different
categories: queries and results.
When the default page loads, it Note: The Search usage reports link is located under
displays the queries report. the Search category within the main content area of
the Shared Services page.
Each view can be exported
directly to Microsoft Excel or as
a PDF file.
- The first two query views show 27. The Search Queries Report page appears.
the number of queries over a Point to the Queries Over Previous 30 Days
certain amount of time, either chart.
30 days or 12 months. By 28. Point to the Queries Over Previous 12
default, the data is displayed as Months chart.
a bar chart, but it can also be 29. Click the forward arrow above the Queries
viewed as a list. Over Previous 12 Months chart.
Note: The forward arrow is located directly above
- The third view shows the origin 30. Scroll down to the next two charts in the
of queries across the server farm browser window.
for the last 30 days as a pie
chart. In a multi-server
enterprise environment, this
view would show the
breakdown of searches with
results for each site collection.
This provides a quick
measurement of usage.
The fourth view shows the
queries per scope over the last
30 days. This view is also
displayed as a pie chart. Scope
usage can help determine the
relevancy of scopes that have
The last view displayed in the 31. Scroll down until the last table is displayed in
queries report is the top queries the browser window.
over the previous 30 days table.
This table lists the query string,
scope, and number of
occurrences of the most
frequently used search terms.
Search Results Report
- The Search Results report 32. Scroll up to the top of the page.
provides administrators with 33. In the navigation pane, click Search results.
five different views that
represent the successes and
failures of user search queries.
All data is displayed from the
last 30 days, but as with query
reports, all the data can be
exported to Excel or a PDF file
for archiving or further analysis.
The first view lists the most- 34. View Search Results Top Destination
visited pages that are returned Pages.
from a search query and the
number of times each was
- The second view shows queries 35. View Queries With Zero Results.
that did not return any search
results, and also identifies the
scope from which they were
performed and the number of
times the query occurred. This
view can be helpful in
determining the success of
custom search keywords. When
a particular search query has a
high occurrence rate,
administrators can add the full
query and the individual words
in the query as keywords that
bind to a specific document,
share, or site collection.
By identifying high-occurrence
spelling errors, administrators
can create custom corrections to
commonly misspelled words
that the default search system
might not capture.
- The third and fourth views 36. Scroll down to display the Most Clicked Best
provide query analysis on Best Bets and Queries With Zero Best Bets
Bets. Best Bets are tables.
that are connected to particular
keywords or keyword phrases.
These views provide analysis of
the success of the Best Bets
assigned to user searches.
The fifth view shows the click- 37. Scroll down until the last table is displayed in
through rates of queries and the browser window.
sorts them according to scope,
occurrence, and percentage.
When cross-compared with the
top queries listing (which is
viewed in the query report), an
administrator can quickly
identify whether or not high-
volume queries are properly
connected to the right
documents or sources.
View Site Collection Options