Office 365 SharePoint Search Planning
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Search is nothing without context. In this session we help you build your strategy around best serving your customers for Office 365 through planning and best practices. SharePoint 2013 is compared to Office 365 as well.
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Office 365 SharePoint Search Planning
- 1. 26th of September, 2014, Kyiv Best Practices for Office 365 Search Planning Joel Oleson Director of Enterprise Search Strategy BA Insight @joeloleson
- 2. 26th of September, 2014, Kyiv Microsoft’s go-to ISV for Enterprise Search Focused on Search and SharePoint since 2004 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. • Agenda… • Feature Delta in Office 365 vs. SharePoint 2013 On Premises • Enterprise Search Strategy • Context • Content • Metadata • UX 26th of September, 2014, Kyiv
- 4. 26th of September, 2014, Kyiv Who Are You?
- 5. Enterprise search projects often fail because they do not meet users’ expectations and do not deliver a remarkable user experience. 26th of September, 2014, Kyiv Killer Apps are Search Apps
- 6. On Premises SharePoint 2013 Office 365 Small Medium Premium Office 365 E, K, G Plans Search Connector Framework On Premises Index Content Processing Entity Extraction Custom Index Schedules
- 7. Search Configuration Management • Manage Result Sources (was search scopes) • Manage and Configure Display Templates • Result Types (Similar to Content Types for Search) • Manage Query Rules • Configure Search Web Parts • Tune Relevancy • Feedback
- 8. Office 365 Search Terms
- 9. On Premises SharePoint 2013 Office 365 Small Medium Office 365 Premium E, K, G Plans Continuous Crawl Refiners Webpart Hybrid Search Query Rules
- 10. SharePoint 2013 Search Architecture Notes: Cannot crawl external content from O365 CEWS not available from O365
- 11. Search Capabilities Comparison Capability SharePoint Online SharePoint Server 11 2013 Search over SharePoint Content Yes Yes People Search Yes Yes OWA-based document previews Yes Yes Basic query rules & display templates Yes Yes Content by Search Web Part Yes Yes Crawl management No Yes Search Connectors No Yes Search Result Sources No Yes Entity Extraction No Yes Advanced Search Content Processing No Yes Advanced Query Rules No Yes Usage Analytics No Yes WCM (many features) No Yes
- 12. Hybrid Search
- 13. Reality…
- 14. 26th of September, 2014, Kyiv Agenda Enterprise SharePoint Search Strategy •Who - Context •What - Content •When – Metadata •Where - Refinement •How - Management
- 15. 26th of September, 2014, Kyiv Example Search Strategies • Departmental/Functional – Intellectual Capital Search • Universal search – Research based queries • Intranet search – Docs, Records, and WCM search • Search based Applications – Catalog, Videos, • Use search as a platform – Content driven by Search • Offer search as a service – Delivery platform • Outsource search • Hosted search – Search in the cloud. Azure, Elastic search.
- 16. 26th of September, 2014, Kyiv Context
- 19. 26th of September, 2014, Kyiv Does Context Really Matter? Eric Cartman Student Colorado Kim Kardashian Author “Selfie Book” Los Angeles Gene Simmons Rock Star Los Angeles Phil Robertson Small Biz Owner Louisiana Bayou Parody and Photos characters and brands property of South Park studios, Kim’s Selfie, TLC, and A&E Networks
- 21. Marketing Sales Consulting Procurement Production Research IT Support HR / Legal Enterprise content 26th of September, 2014, Kyiv Context Matters in the Business Users need to find different information depending on their role , location, responsibility and task at hand
- 22. 26th of September, 2014, Kyiv SharePoint Demo: UCDenver - Context • http://www.ucdenver.edu/academics/colleges/pharmacy/Pages/SchoolofPharmacy.aspx
- 23. 26th of September, 2014, Kyiv Content
- 24. Why not just index everything, 26th of September, 2014, Kyiv so I can be like Google.
- 25. 26th of September, 2014, Kyiv How much do they actually index? 5.6% 1.7% 1% Size of the Web > 1,000,000,000,000 unique links to pages found Source: Google Blog
- 26. Anatomy of a Search: Internet search has changed expectations for enterprise search Revenue $59.8 Billion Dollars in 2013 Relevancy 3000+ Engineers Tuning Relevancy Tagged 100,000+ keywords managed + SEO Contextual Dynamically driven results
- 27. SharePoint’s Algorithm is good enough… Right?
- 28. 26th of September, 2014, Kyiv Ranking Strategies Level 1: Authoritative Sources Official Corp, HR Policies, Cafeteria Holidays, Best Bets, Recommended, etc… Alt Sources: CRM, PeopleSoft, Profiles Level 2: Published “Polished” WCM, Records, Doc Mgmt, Catalogs Alt Sources: IIS, Documentum, ICE, KBs Level 3: Work in Progress Social & Collab Sources Team Sites, Social, & Collab, blogs Alt Sources: PFs, eRooms, File Shares, Level 4: Personal Content Desktop, My Sites, File Shares, Dropbox Level 5: Highly Classified Sensitive/Do Not Index Secure Locations… Invoicing, LCA, Financial Default Search Research Deep Search 90% of Searches >1% of content 5% of Searches 10% of content 2% of Searches 40% of content >1% of Searches 50% of content
- 29. 26th of September, 2014, Kyiv What is an Authoritative Source? They have learned to only index authoritative sources
- 30. 26th of September, 2014, Kyiv Metadata & Taxonomy
- 31. Classes of Search Users
- 32. Why Enterprise Search Projects Fail… Rarely able to find relevant data • Research shows minimum of 27 characters is needed for relevancy in the enterprise • The average search is only 1.2 words 26th of September, 2014, Kyiv Successful enterprise search requires users to be precise with an understanding of how to build intricate search queries. Jakob Nielsen, Prioritizing Web Usability
- 34. 26th of September, 2014, Kyiv The New Role of Taxonomy – Noise Reduction Eliminate Noise from Queries
- 35. 26th of September, 2014, Kyiv Keyword Search Expertise in Keywords… • Boolean = AND, OR, and NOT “dogs NOT cats” • Phrase Searching – “Indoor Soccer” • Natural Language - “What are the battlefields of the civil war”
- 36. 26th of September, 2014, Kyiv UX
- 37. 26th of September, 2014, Kyiv Refinement vs. Exploration http://jeffwongdesign.com/2012/05/refinement-vs-exploration/
- 39. 26th of September, 2014, Kyiv Metadata & Taxonomy Demo • http://www.millikencarpet.com
- 41. 26th of September, 2014, Kyiv Management & Maintenance
- 42. 26th of September, 2014, Kyiv Regular Maintenance Continually analyze, gather feedback and tune your search service and index • Manage Recommend Results • Add Promoted Results for Missing Query • What’s Popular • Term Store • Managed Metadata • Reviewing Reports • Removing “Junk”
- 43. 26th of September, 2014, Kyiv Wrap-Up Q&A
- 44. 26th of September, 2014, Kyiv Office 365
- 45. 26th of September, 2014, Kyiv Hybrid Cloud Adoption Patterns – O365 Search bridges the silos created by cloud adoption -> Adopting Hybrid Cloud is a search project 1 of every 4 EPG customers is licensed for O365, will be 1 of every 3 by June 2014, adopting in two patterns: Split User Split Workload An organization splitting users within a workload (Exchange or SharePoint) between On-Premises and Online Users on any of the workloads (Exchange, SharePoint or Lync) in the cloud while using other workloads On- Premises Across O365: • Exchange • Lync • Yammer • OneDrive • SharePoint Within SharePoint: • Mysites • TeamSites • Extranet • Intranet • Focused Sites • Services Farms
- 46. 26th of September, 2014, Kyiv Hybrid Search
- 47. Advantages of Crawling Content Advantages of Federating Queries 26th of September, 2014, Kyiv Mechanisms: Index versus Federate • Control relevance and navigation • Control how often the index is updated • Control what metadata is crawled • Support content processing/enrichment • Ensure speed of response • Control the load on the source system • Get at content that you can’t crawl • No additional capacity requirements for the content index • Large Crawl processes do not absorb Bandwidth
- 48. What Really Matters for Getting Good Search Results in Office 365. • Indexing the Right Content • Setting up permissions properly • Recommended Results • Ranking • Catalog of products and services • Result Sets • Refinement • Preview • Responsive Results
- 49. Search User Tips • Free Text Queries • Word • Multi word (default will AND words) • Phrase (in quotes) • Boolean • AND, OR, NOT • Wildcard Search • search fed* • "micro*" finds documents that contain "Microsoft" or "microchip" • Property Search • author:"William Zuckermann“ • Filetype:pptx • filename:”search”
Hinweis der Redaktion
- Walt: To ask after Animation 1 : “ How do we work around these limitations in Office 365?”
- User Context in search is all about augmenting a search query with information that gives the query a greater level of meaning, or ‘understanding’. As an organization we have access to information about a user that Web Search engines could only dream of – this is one of the levers that enterprises can use to bring a greater level of relevance to search inside the firewall. Context is about information flowing to a user – the right information, at the right time – depending on where they are, what they’re doing, and what they need – one view. It’s important to highlight that knowing the ‘what’, ‘why’, and ‘who’ of a search query you have greater control in bringing back better quality results. In this case the ‘what’ is the question that the user is asking of the search application, the ‘why’ is a reflection of the business need, and the ‘who’ is the context or environment of the user.
- Walt: To ask how the Patterns of Adoption apply to Search before animation 3