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SharePoint Search Tips and Tricks 
Power User Search in SharePoint 2013 
Joel Oleson 
Director Enterprise Search Strategy ...
Microsoft’s go-to ISV for 
Enterprise Search 
Focused on Search and 
SharePoint since 2004 
Search Industry Leader 
About ...
Agenda 
• 
• 
• 
• 
3
4
SharePoint Algorithm
6
Killer Apps are Search Apps 
Enterprise search projects often fail because they do not meet users’ 
expectations and do no...
8
9 
71% percent of Company executives say Search is VITAL 
or Essential to their day to day business… 
Why do only 18% have...
Search Tips 
• Word, Words vs. Phrase 
• Boolean 
• Inclusion and Exclusion 
• Proximity
Search User Tips 
• 
– 
– 
–
Boolean 
• 
– 
• 
– 
• 
– 
•
Inclusion and Exclusion Operators 
• 
• 
• 
– 
13
Proximity 
• 
• 
• 
– 
– 
• 
– 
– 
14
Parenthesis: Building Complex Queries 
• 
• 
• 
• 
15
KQL – Keyword Query Language 
• 
o 
• 
• 
• 
• 
• 
16
KQL – Keyword Query Language 
• 
• 
• 
• 
17
Quiz… What is the difference 
• 
• 
• 
• 
18
Quiz 
• 
A. 
B. 
C. 
19
Dashes, Underscores or Spaces… 
• 
• 
20
Meaningful Titles, Folders, Sites & File Names 
• 
• 
• 
21
Wild Card Search 
• 
– 
– 
– 
o 
• 
•
23 
If the product can’t be found, does the 
product exist? If the feature can’t be found, 
does the feature exist? 
34 pe...
Quiz… 
• 
• 
24
Search Tips Cont. 
• 
– 
– 
– 
– 
• 
•
26 
Is Metadata more powerful than content? 
Stewart Baker, former general counsel of 
the NSA, said last year: "Metadata ...
Property Operators 
• 
• 
• 
• 
27
What’s wrong? What will happen? 
28
Query Custom Managed Properties 
• 
• 
• 
29
Quiz 
• 
• 
• 
• 
• 
• 
• 
30
Gotchas 
• 
• 
• 
• 
• 
• 
• 
31
XRANK 
• 
– 
– 
– 
– 
• 
• 
32
Searches Need to be Precise for Best Results 
Give me a search box 
and I will formulate my own query to find it 
“sales f...
The New Role of Taxonomy – Noise Reduction 
Eliminate Noise from Queries
Key Takeaways 
• 
• 
• 
• 
• 
35
Questions! 
Joel.Oleson@bainsight.com
Search Tips References 
• 
http://office.microsoft.com/client/15/help/home?Shownav=true&lcid=1033&ns=SPOSTANDARD&helpID=Se...
Questions! 
Joel.Oleson@bainsight.com
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SharePoint Search Tips for Power Users

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SharePoint Search out of the box for a word or two isn't that powerful. When combined with powerful properties and operators, search can really sing. To the informed user there are simple ways of getting the search results your looking for by learning some KQL the Keyword Query Language. In this session we spend most of the time in demo in the search interface, but these slides contain lots of tips and tricks for better search for users.

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SharePoint Search Tips for Power Users

  1. 1. SharePoint Search Tips and Tricks Power User Search in SharePoint 2013 Joel Oleson Director Enterprise Search Strategy BA Insight @joeloleson http://collabshow.com
  2. 2. Microsoft’s go-to ISV for Enterprise Search Focused on Search and SharePoint since 2004 Search Industry Leader About Joel Oleson • Director of Search Strategy, BA Insight • First SharePoint admin • Top social media influencer Who Am I? Passionate About • Search • SharePoint • Search-based applications • Community • Travel Connect @joeloleson CollabShow.com TravelingEpic.com
  3. 3. Agenda • • • • 3
  4. 4. 4
  5. 5. SharePoint Algorithm
  6. 6. 6
  7. 7. Killer Apps are Search Apps Enterprise search projects often fail because they do not meet users’ expectations and do not deliver a remarkable user experience.
  8. 8. 8
  9. 9. 9 71% percent of Company executives say Search is VITAL or Essential to their day to day business… Why do only 18% have cross repository search capabilities? - AIIM 2014 Findability Survey
  10. 10. Search Tips • Word, Words vs. Phrase • Boolean • Inclusion and Exclusion • Proximity
  11. 11. Search User Tips • – – –
  12. 12. Boolean • – • – • – •
  13. 13. Inclusion and Exclusion Operators • • • – 13
  14. 14. Proximity • • • – – • – – 14
  15. 15. Parenthesis: Building Complex Queries • • • • 15
  16. 16. KQL – Keyword Query Language • o • • • • • 16
  17. 17. KQL – Keyword Query Language • • • • 17
  18. 18. Quiz… What is the difference • • • • 18
  19. 19. Quiz • A. B. C. 19
  20. 20. Dashes, Underscores or Spaces… • • 20
  21. 21. Meaningful Titles, Folders, Sites & File Names • • • 21
  22. 22. Wild Card Search • – – – o • •
  23. 23. 23 If the product can’t be found, does the product exist? If the feature can’t be found, does the feature exist? 34 percent of the sites don’t return useful results when users search for a model number or misspell just a single character in the product title.” - 2014 study by Baynard Institute
  24. 24. Quiz… • • 24
  25. 25. Search Tips Cont. • – – – – • •
  26. 26. 26 Is Metadata more powerful than content? Stewart Baker, former general counsel of the NSA, said last year: "Metadata absolutely tells you everything about somebody's life. If you have enough metadata, you don't really need content."
  27. 27. Property Operators • • • • 27
  28. 28. What’s wrong? What will happen? 28
  29. 29. Query Custom Managed Properties • • • 29
  30. 30. Quiz • • • • • • • 30
  31. 31. Gotchas • • • • • • • 31
  32. 32. XRANK • – – – – • • 32
  33. 33. Searches Need to be Precise for Best Results Give me a search box and I will formulate my own query to find it “sales forecast” OR (“sales“ NEAR “forecast”) AND (author:”William Zuckermann") AND (format:”XLS”) OR (format:”XLSX”) Users with a combination of high technical / high domain expertise will achieve the best search results. search
  34. 34. The New Role of Taxonomy – Noise Reduction Eliminate Noise from Queries
  35. 35. Key Takeaways • • • • • 35
  36. 36. Questions! Joel.Oleson@bainsight.com
  37. 37. Search Tips References • http://office.microsoft.com/client/15/help/home?Shownav=true&lcid=1033&ns=SPOSTANDARD&helpID=SearchTips&ver=16 • • http://msdn.microsoft.com/en-us/library/office/ff394509(v=office.14).aspx • http://msdn.microsoft.com/en-us/library/jj163973(v=office.15).aspx • http://technet.microsoft.com/en-us/library/cc263089.aspx • http://office.microsoft.com/en-us/sharepoint-server-help/tips-for-effective-searches- HA010241114.aspx#BMha10241114_sectipsonpropertiesinsearc 37
  38. 38. Questions! Joel.Oleson@bainsight.com

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