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Searching in SharePoint

From: SharePoint 2010 Essential Training

Video: Searching in SharePoint

Search is built into SharePoint from top to bottom. SharePoint has a built in search engine that's very, very good and you'll find a search box on just about every page in every site in SharePoint. You will typically find it over here on the right-hand side of the Ribbon. Though do take care if you shifted your Ribbon into a different mode that may have gone away. But if you go back to your Browse mode on your Ribbon, you should see it and be able to search through the content of this site. It's common to think that search is just there in SharePoint and you just take what SharePoint gives you, but it can go much deeper than that.

Searching in SharePoint

Search is built into SharePoint from top to bottom. SharePoint has a built in search engine that's very, very good and you'll find a search box on just about every page in every site in SharePoint. You will typically find it over here on the right-hand side of the Ribbon. Though do take care if you shifted your Ribbon into a different mode that may have gone away. But if you go back to your Browse mode on your Ribbon, you should see it and be able to search through the content of this site. It's common to think that search is just there in SharePoint and you just take what SharePoint gives you, but it can go much deeper than that.

Search is very customizable. Now some things can only be changed by your farm administrator, such as what content is being searched and what file types are being searched. SharePoint can search not only SharePoint sites, but also search things like external folders on a network drive, even public websites and Exchange folders. However, those are only changeable by the farm administrator, but quite a lot can also be configured if you're a site collection administrator and we're going to explore those things.

So what really are the differences? Well, what I've done here is take a normal team site and do a search for in this case Two Trees and hit Search. We're getting some results back, but notice up here what I have on this little dropdown. This is what's called the Search Scope and the scope is the idea of what are we looking at. In this case, it says we're looking at this site. We are searching only within this site, and that you'll see as the default behavior on a lot of website creation. You're searching just this site. Technically what happens here is you're searching this site and any sub-sites.

So if you are at the top-level site of a site collection, you're searching within the site collection, but you're not searching across other site collections and that could be a problem. We really want a wider search in a lot of cases, and this can be changed. This can be configured to be different, because if you have SharePoint Server, you can actually create what's called a Search Center site. It's a SharePoint site devoted just to searching and this can search all sites in all site collections. You take the same phrase, and you're going to get a lot more results come back.

In this case it's got about 200 results instead of 4 or 5. These results are security trimmed, which means different people searching for the same content will see different results based on what they're allowed to look at. SharePoint search engine will try never to give you a link you couldn't click on. So if you don't have permission to see a list or a document. You won't be able to see those in your search results. In this version of SharePoint, there is also the ability to quickly filter down some of this content, so filtering things down by Word documents or by author, allowing you really to pinpoint the kind of content that you're looking at.

Of course, we may sometimes want to take it even deeper than this and we can, but it's certainly very useful to have this available quickly. You'll see a couple of icons at the top- right of the search box, which are quite useful. For example, the rightmost one allows you to add what's called a Search Provider or Search Connector to your Windows system. What that really means is you're adding the ability to search inside SharePoint from just your regular Windows machine. So if you open up a Windows Explorer box and start typing-in something like Two Trees, you'll actually see not only the results that will be on your own machine but the results directly from SharePoint.

So if you do a lot of searching on Windows, you may find this very useful. There is a couple of other things like being able to have an RSS feed of that search phrase and even having an Alert Me button that allows you to be sent an email when the search results substantially change for that word or phrase. But really the key difference here is when you have a website created, such as a team site or indeed any other, are you just accepting what it is that SharePoint gives you which in a lot of cases will just be just this particular site, or do you want to create your own search site, what's called a Search Center, and then connect your other sites to it? Which for a typical large organization is the way that you want to do it.

Now you may already have a Search Center site that's been created by your farm administrator. In which case you may need to know how to connect other sites to this. Or if you don't have one, you can create this Search Center yourself. It's just another SharePoint site.

Show transcript

This video is part of

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SharePoint 2010 Essential Training

70 video lessons · 47230 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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