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Customizing Search with scopes

From: SharePoint 2010 Essential Training

Video: Customizing Search with scopes

Another way that you can help people find what they're looking for in SharePoint that really only takes a few minutes is by defining what's called a custom search scope. The search scope is the idea of what amount of the indexed search results are we actually looking at. And even if you don't have the dropdown search scope box, you're always using a scope. A lot of the times it's the All Sites scope, which really means everything in the search index or as much as we're allowed to see of it anyway. But searching just people is a scope, searching just a particular site is a scope.

Customizing Search with scopes

Another way that you can help people find what they're looking for in SharePoint that really only takes a few minutes is by defining what's called a custom search scope. The search scope is the idea of what amount of the indexed search results are we actually looking at. And even if you don't have the dropdown search scope box, you're always using a scope. A lot of the times it's the All Sites scope, which really means everything in the search index or as much as we're allowed to see of it anyway. But searching just people is a scope, searching just a particular site is a scope.

So you can reduce what it is you're looking at by a type of document or by a location of the document. Maybe I want to just search documents created in the last 30 days and I'd like that as a scope. Maybe, I'd like to just search spreadsheets, maybe I'd like to just search things created by Bob. All of these things can be defined as custom scopes and made available in the search dropdown, so we can change our scope from search to search. Now, scopes are defined at the site collection level, so I'm going to go to the Site Settings of my top-level site and in the Site Collection Administration section, I'll find Search scopes, which right now has my All Sites and People.

The other one, which is just This Site, is always just kind of generated on the fly, you can't really change that. So I'm going to make a new scope, so let's call this one Only Spreadsheets. I could give it a description. Just search xls and xlsx files. I'd like this to show up in the Search dropdown and yes on the Advanced Search page as well. Then it's asking me, do I want to use the default Search Results Page and I'm going to say yes, probably, because I certainly haven't created another page for searching just this content, so I'll click OK.

Of course, it doesn't know what I want to do right now. I have to add some rules to the Scope to tell SharePoint what does it mean to be in this reduced set of information. And it's going to ask, the kind of rules that we can say are is it based on a particular address, do I want to only search a particular site, like only search the Record Center, only search the Document Center. Or I could base it on a property query, such as the author, or the filename. Well I'm going to base it on the FileExtension.

I'm going to say I want to add a rule that says the file extension has to be xls and I want to include anything that's an xls in the scope. Although I'm going to add another rule here. I'm going to go back into Only Spreadsheets and add a new rule that also says yes a property query, the FileExtension could also be xlsx, and include that too. So it's now saying these are my scope settings, Only Spreadsheets. It's a new scope. It will be ready after the next update, which starts in six minutes.

I'm going to go back to my Site Settings page and just look at my general search scopes page, which will give me the higher-level view we're down to five minutes here. That's because there's a background job that runs on the SharePoint server that doesn't run all the time. It's going to look at the scopes every 15 minutes or so and make sure that they're up to date. Now there's one thing you should really know about creating scopes. They are easy to make, but scopes exist at the site collection level, or certainly the way I've shown you here. So I've defined this scope at this site collection where my team site is, so it's going to appear in the dropdown box once it has compiled for that first time.

However, right now I'm unfortunately jumping across to a different site collection to use that scope. And you can do that but you need to make sure that the scopes exist with the same name and the same descriptions in both site collections. Alternatively, scopes can be created by your farm administrator and created in SharePoint central administration and then made available to multiple site collection, so you can just choose which one is that you use. So this is going to be up to you, but know that your scope definitions, although they're easy to create, will be created by you at the site collection level.

I'm going to go back into my Site Settings here and just take a look at how my scopes are going on. It's got four minutes to go, so I'm going to take this opportunity and just jump over to the other site collection and define the scope with the same name and the same details over there. Once that background job has run, we're ready to go. I can see that this scope is now counted as ready. I should be able to go back to the homepage of this site, I'm going to make sure to refresh the page and then hopefully, we will have this Only Spreadsheets scope in our dropdown box here, and I can search on the phrase like, let's say Monthly, hit Enter and I'm getting back five results and they are only Excel spreadsheets in this case.

So this is how we define the scope. Again, because I'm using two different site collections to both handle my query or where I put my query in and where the results come from, I did have to define it twice. If you are doing that a lot, you may want to get your farm administrator to define it at the farm level and just then use it across your site collections. But scopes are quite quick to set up and particularly when you start getting lots of information, thousands of files, you'll find it very useful to be able to filter that information down. Of course, your users can filter further down by the result type and the set and the author, but if you want to be a bit more explicit about it, create a custom scope.

Show transcript

This video is part of

Image for SharePoint 2010 Essential Training
SharePoint 2010 Essential Training

70 video lessons · 49245 viewers

Simon Allardice
Author

 
Expand all | Collapse all
  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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