Stay productive wherever you are by learning how to get the most out of SharePoint. This weekly series provides tips you can implement to help you share content, collaborate, and more.
- [Instructor] SharePoint Online search capabilities are robust and powerful. Allowing users to find information they need at both the site and library level. This week we're going to look at how you're able to isolate your search for documents within a document library rather than an entire site collection or site. In the top left corner of all document library pages, users will see a keyword search box, allowing them to locate documents from within that specific library.
So we're here in this Marketing Materials document library. And I'm going to search for the word conference. This displays all the found folders and documents for the word conference. Notice it displays the folder name Events and Conferences as well as the files. At the very bottom of this dropdown, we also see the option for see more results.
Now this displays all the found folders and documents in a filtered list within that same library. Notice that there's a file there called Sales Planning ABC. I'm going to go ahead and select it. Now nowhere in that file name do we see the word conference, but it did come up when I searched for the word conference in this library. So I've selected the file, and I'm going to load up the details pane so we can see more information about this document.
And now it becomes obvious why it appeared in the search results. The word conference is right in the title of the actual document. As an aside, when a user searches, the search engine will search for those entered keywords in the file name; the metadata, which are its file attributes or properties; and the text inside of the documents themselves. Which are typically only Microsoft Office documents and readable pdf files.
But this may differ, depending on how your search is configured. I'm going to go ahead and deselect this file. Approximate searching is possible in SharePoint Online, but only with the use of a wildcard. Now approximate searching is sometimes referred to as a fuzzy search, where a user would enter a partial word. For example, C-O-N instead of conference. Watch what happens when I do that here. I'm going to go ahead and delete what I have there currently, and I'm going to type in C-O-N.
Now notice it tells us that nothing here matches your search. You would think that all the documents that contain C-O-N would show up in the search results dropdown. But it didn't happen this time. A wildcard is required to make that happen. And in SharePoint Online, this comes in the form of an asterisk. Now watch what happens when I enter that asterisk at the end of the C-O-N. We see the results we're looking for. Just remember that wildcard searching only works when the asterisk is placed at the end of the search term, and not at the beginning or in the middle of that word.
So there you have it, a quick introduction to searching within document libraries. Happy searching everyone.
Skill Level Intermediate
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