10 TIPS FOR MANAGING
SHAREPOINT SEARCH
Mike Oryszak
@next_connect
10/5/2013
PRINCETON SHAREPOINT USER GROUP
• Different SharePoint discussions each
month on various topics. Announced on
meetup.com
•...
THANK YOU
EVENT
SPONSORS
• Platinum & Gold sponsors
have tables here in the
Fireside Lounge
• Please visit them and
inquir...
About Me
• Sr SharePoint Solution Architect
• Microsoft SharePoint Server MVP
• Developer and Architect with MS stack
sinc...
SESSION OVERVIEW
• Search Concepts Overview
• 10 Tips for Managing SharePoint Search
• Wrap-up and Questions
Mike Oryszak ...
SEARCH CONCEPTS OVERVIEW
10 Tips for Managing SharePoint Search
Mike Oryszak - @next_connect 6
HOW DOES IT WORK?
• Crawling
• A scheduled activity that processes
• Content – Full text search
• Meta-data – Content Clas...
IFILTERS AND SPECIAL FILE FORMATS
• Makes indexing proprietary document formats possible
• PDFs
• CHM Help Files
• DWF/DWG...
CONTENT CLASSIFICATION
• Content Classes
• Searches based on Object Type
• Great for filtering down the potential resultse...
MANAGED PROPERTIES
• Managed Properties
• Can be used to query against a specific attribute
• 100+ by default, more can be...
10 TIPS
10 Tips for Managing SharePoint Search
Mike Oryszak - @next_connect 11
CONTENT SOURCES
• Define the Content Sources
• SharePoint sites
• SharePoint User Profiles
• Exchange Public Folders
• Sha...
CONTENT SOURCES
• Tip #1 – Enterprise Search should contain all relevant content, not just SharePoint
content.
• Tip #2 – ...
SEARCH SCOPES
• Search Scopes Help to Narrow the Index
• Administrators define rules to filter down the results
• Rules ca...
SEARCH SCOPES
• Tip #3 – Define meaningful Search Scopes to help people search with context.
Mike Oryszak - @next_connect ...
SETTING CRAWL SCHEDULES
• Schedule Set For Each Content Source Definition
• Can set schedule for full crawl
• Can set sche...
SETTING CRAWL SCHEDULES
• Tip #4 – Schedule incremental crawls frequent enough to provide relevant content.
• Tip #5 – Mon...
MONITOR INDEX SIZE &
CRAWL DURATION
• Crawl times influenced by a number of factors
• Size of the index
• Number and power...
MONITOR INDEX SIZE &
CRAWL DURATION
• Tip #6 – When the Full Crawl duration(s) becomes too high, review application server...
AUTHORITATIVE CONTENT
• Adjust Relevancy Ranking
• Promote Important or Authoritative Sites/Pages
• Demote less important ...
AUTHORITATIVE CONTENT
• Tip #7 – Identify and promote most important and authoritative content and demote less
important c...
KEYWORDS, SYNONYMS, & BEST BETS
• Map Keywords to Synonyms and Best Bets
• Synonyms can help link industry or company term...
KEYWORDS, SYNONYMS, & BEST BETS
• Tip #8 – Use Synonyms and Best Bets to increase findability and accommodate industry
or ...
REVIEW SEARCH REPORTS
• Reports Provide Info On
• Query Frequency
• Top Queries
• Search Keywords
• Failed Queries
• Best ...
REVIEW SEARCH REPORTS
• Tip #9 – Use the Search Reports to improve relevancy and reduce the number of zero
results.
Mike O...
INTERACTING WITH SEARCH
• The Search Center is the primary interface for users to interact with Search
• The Search Center...
INTERACTING WITH SEARCH
• Tip #10 – Plan out the expected search behaviors and identify the search destinations.
Mike Orys...
WRAP-UP & QUESTIONS
10 Tips for Managing SharePoint Search
Mike Oryszak - @next_connect 28
10 TIPS REVIEW
• Tip #1 – Enterprise Search should contain all relevant content, not just SharePoint
content.
• Tip #2 – O...
10 TIPS REVIEW
• Tip #6 – When the Full Crawl duration(s) becomes too high, review application server
resources and consid...
RESOURCES
• MSDN SharePoint 2010 Resource Center
• http://msdn.microsoft.com/en-us/sharepoint/bb964529.aspx
• Enterprise S...
QUESTIONS & FEEDBACK
Mike Oryszak - @next_connect 32
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Tips for Search Success - SPSNJ 2013

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Tips for Search Success - SPSNJ 2013

  1. 1. 10 TIPS FOR MANAGING SHAREPOINT SEARCH Mike Oryszak @next_connect 10/5/2013
  2. 2. PRINCETON SHAREPOINT USER GROUP • Different SharePoint discussions each month on various topics. Announced on meetup.com • Meets 4th Wednesday of every month • 6pm – 8pm • Infragistics Office • 2 Commerce Drive, Cranbury, NJ • http://www.meetup.com/princetonSUG • http://www.princetonsug.com Mike Oryszak - @next_connect 2
  3. 3. THANK YOU EVENT SPONSORS • Platinum & Gold sponsors have tables here in the Fireside Lounge • Please visit them and inquire about their products & services • To be eligible for prizes make sure your bingo card is signed by all Platinum/Gold Mike Oryszak - @next_connect 3
  4. 4. About Me • Sr SharePoint Solution Architect • Microsoft SharePoint Server MVP • Developer and Architect with MS stack since 1996 • Working with SharePoint since 2002 • Raleigh, NC Area Contact Info • Blog - http://www.mikeoryszak.com • Twitter - @Next_Connect • Email – nextconnect@live.com • LinkedIn - http://www.linkedin.com/in/michaeloryszak Mike Oryszak - @next_connect 4
  5. 5. SESSION OVERVIEW • Search Concepts Overview • 10 Tips for Managing SharePoint Search • Wrap-up and Questions Mike Oryszak - @next_connect 5
  6. 6. SEARCH CONCEPTS OVERVIEW 10 Tips for Managing SharePoint Search Mike Oryszak - @next_connect 6
  7. 7. 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 • Possible to have more than one Mike Oryszak - @next_connect 7
  8. 8. IFILTERS AND SPECIAL FILE FORMATS • Makes indexing proprietary document formats possible • PDFs • CHM Help Files • DWF/DWG Engineering Documents • Zip/Rar Archives • Must install iFilters for non MS Office products • PDF included with SharePoint 2013 Mike Oryszak - @next_connect 8
  9. 9. CONTENT CLASSIFICATION • 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 Mike Oryszak - @next_connect 9
  10. 10. 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 Mike Oryszak - @next_connect 10
  11. 11. 10 TIPS 10 Tips for Managing SharePoint Search Mike Oryszak - @next_connect 11
  12. 12. 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 Mike Oryszak - @next_connect 12
  13. 13. CONTENT SOURCES • Tip #1 – Enterprise Search should contain all relevant content, not just SharePoint content. • Tip #2 – Organize Content Sources based on your expected crawl frequency. Mike Oryszak - @next_connect 13
  14. 14. SEARCH SCOPES • Search Scopes Help to Narrow the Index • Administrators define rules to filter down the results • Rules can specify the… • Content Source • Location of Content • Type of Content • Property Values • Examples: • All Sites • People • Customer Service • Document Vault Mike Oryszak - @next_connect 14
  15. 15. SEARCH SCOPES • Tip #3 – Define meaningful Search Scopes to help people search with context. Mike Oryszak - @next_connect 15
  16. 16. 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 Mike Oryszak - @next_connect 16
  17. 17. SETTING CRAWL SCHEDULES • Tip #4 – Schedule incremental crawls frequent enough to provide relevant content. • Tip #5 – Monitor crawl impact on farm and avoid full crawls during peak usage. Mike Oryszak - @next_connect 17
  18. 18. MONITOR INDEX SIZE & CRAWL DURATION • Crawl times influenced by a number of factors • Size of the index • Number and power of servers running search components • Limit of 10m items per index partition; I normally scale out sooner at about 7m • As the index size grows, the time it takes to crawl increases • Partitioning the index will split it across multiple servers and cut the crawl times • If it takes 5+ days to complete a full crawl there could be service interuption Mike Oryszak - @next_connect 18
  19. 19. MONITOR INDEX SIZE & CRAWL DURATION • Tip #6 – When the Full Crawl duration(s) becomes too high, review application server resources and consider partitioning your index. Mike Oryszak - @next_connect 19
  20. 20. 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 Mike Oryszak - @next_connect 20
  21. 21. AUTHORITATIVE CONTENT • Tip #7 – Identify and promote most important and authoritative content and demote less important content. Mike Oryszak - @next_connect 21
  22. 22. KEYWORDS, SYNONYMS, & 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 Mike Oryszak - @next_connect 22
  23. 23. KEYWORDS, SYNONYMS, & BEST BETS • Tip #8 – Use Synonyms and Best Bets to increase findability and accommodate industry or company terms. Mike Oryszak - @next_connect 23
  24. 24. 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 Mike Oryszak - @next_connect 24
  25. 25. REVIEW SEARCH REPORTS • Tip #9 – Use the Search Reports to improve relevancy and reduce the number of zero results. Mike Oryszak - @next_connect 25
  26. 26. INTERACTING WITH SEARCH • The Search Center is the primary interface for users to interact with Search • The Search Center is made up of numerous web parts for interacting with search • Can have one or more search sites • Can use the web parts on regular web part pages as well • Every site collection can specify a default search center or results page • Results pages can be specialized, with additional filters specified Mike Oryszak - @next_connect 26
  27. 27. INTERACTING WITH SEARCH • Tip #10 – Plan out the expected search behaviors and identify the search destinations. Mike Oryszak - @next_connect 27
  28. 28. WRAP-UP & QUESTIONS 10 Tips for Managing SharePoint Search Mike Oryszak - @next_connect 28
  29. 29. 10 TIPS REVIEW • Tip #1 – Enterprise Search should contain all relevant content, not just SharePoint content. • Tip #2 – Organize Content Sources based on your expected crawl frequency. • Tip #3 – Define meaningful Search Scopes to help people search with context. • Tip #4 – Schedule incremental crawls frequent enough to provide relevant content. • Tip #5 – Monitor crawl impact on farm and avoid full crawls during peak usage. Mike Oryszak - @next_connect 29
  30. 30. 10 TIPS REVIEW • Tip #6 – When the Full Crawl duration(s) becomes too high, review application server resources and consider partitioning your index. • Tip #7 – Identify and promote most important and authoritative content and demote less important content. • Tip #8 – Use Synonyms and Best Bets to increase findability and accommodate industry or company terms. • Tip #9 – Use the Search Reports to improve relevancy and reduce the number of zero results. • Tip #10 – Plan out the expected search behaviors and identify the search destinations. Mike Oryszak - @next_connect 30
  31. 31. 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 Mike Oryszak - @next_connect 31
  32. 32. QUESTIONS & FEEDBACK Mike Oryszak - @next_connect 32
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