Rules to Better Search
Every website out there has a page that displays the results of a search. I am amazed that no standard has been adopted throughout the Web as nearly every site seems to have a different way of displaying data.
However, Google is a very good example for displaying search results. Their result pages are clear and efficient, especially for a large result set.
So adopt Google's search result layout and it will give new and regular users a better navigation experience. Here's our standard layout for our search function.
Want the 'Google grid'? Then follow these rules to help users to navigate:
- Filters at the top (if more than one search parameter,then add a "search" button)
- The number of results found + how many seconds the search took to execute
- A statement that explains the criteria that you used for searching (or keep the criteria in the text box like google does)
- The number of pages found (hyperlinks centered in the middle), and these hyperlinks should be shown on the footer of the page only.
SharePoint search is a powerful tool for discovering information. Here are some tips to make sure you are getting the most from it. There are two things to consider regarding SharePoint search; firstly, how you save information to SharePoint to be more easily discoverable; secondly, how to perform searches within SharePoint.
Here are some tips for performing searches:
Know how to navigate SharePoint search – watch this video
- Use the categories (top)
- Use the filters (right navigation / faceted search)
- Use the scope to go wider
- Use the specific properties (see below)
- People - Use Delve indexed properties (i.e. Skills)
Search a specific property
if you are familiar with the structure of the metadata in the content you're searching, you can restrict your searches to a property with the syntax <property>:<search term>. E.g. to search the filename field for the term "report", you would use "filename:report".
Example of properties you can use (common ones);
Use Boolean OR and AND operators Similar to Google and Bing, you can use OR and AND Boolean operators. E.g. "sharepoint AND search".
Note: OR and AND must be capitalized, however, the case is irrelevant for actual search terms.
asterisk (*) wildcard for partial matches
This can be useful if you know that certain words are used together, e.g. Fire* will return results for FireBootCamp.
Note: Because of word stemming which is enabled by default in SharePoint 2019, 2016, and 2013, you do not need to use wildcards to find variations on words. For example, searching for "computer" will return results that contain "computers", so you do not need to search for "computer*".
Use double quotes to find specific phrases
E.g. search for "social media" to make sure you get results for social media, as opposed to results that simply contain the words "social" and "media" in the same document.
Teams search is designed to help you quickly find the files you are collaborating on.
From the main search box, you can search for:
If you start typing in the search box, you will see all Teams and Channels that matches your query:
Figure: Channel associated to a Team result Warning: If you hit enter, you will be redirected to the Messages, Files & People results. To see the Teams/Channels matching your query, simply click the search box again
Once you've hit "Enter", you can search through the different tabs to find messages, people or files that match your query across all teams
You can also use built in filters to refine your search, by clicking the "Filter" icon in Messages or Files tabs:
Important: Even though Teams search gives you quick access to all your messages and documents; the search is scoped to ONLY Teams, which means you cannot search for files hosted on SharePoint, OneDrive, other Office365 products (i.e. Delve/UserProfile) or external sources (i.e. Sugarlearning.com, Rules.SSW.com.au etc...). For this reason, it is advised to use the SharePoint Search instead.
Looking manually through your Outlook sent items is something you shouldn't be doing. The better way is to use Outlook "search" functionality.