Module 7: Searching for Content Contents Overview Performing Searches by Using the Dashboard Site Demonstration: Searching and Search Results Optimizing Search Performance and Administering Search Features 14 Multimedia: The Search Process 18 Lab A: Searching for Content 28 Review 37 Information in this document is subject to change without notice The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted Complying with all applicable copyright laws is the responsibility of the user No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation If, however, your only means of access is electronic, permission to print one copy is hereby granted Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property  2001 Microsoft Corporation All rights reserved Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint, SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32 are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A and/or other countries Other product and company names mentioned herein may be the trademarks of their respective owners Module 7: Searching for Content iii Instructor Notes Presentation: 60 Minutes This module introduces students to planning a search strategy, conducting searches, and creating and editing indexes for searching Lab: 45 Minutes After completing this module, students will be able to:
Discuss the three search options in Microsoft® SharePoint™ Portal Server 2001, use the two Search Web Parts to perform simple and advanced searches, and apply various techniques for maximizing search results
Explain the processing steps that are performed on a search query as it is passed to the index, discuss how to optimize search performance by setting the query time-out and setting the maximum number of search results, and configure Best Bets, the thesaurus, and noise word files Materials and Preparation This section provides the materials and preparation tasks that you need to teach this module Required Materials To teach this module, you need the Microsoft PowerPoint® file 2095a_07.ppt Preparation Tasks To prepare for this module, you should:
Read all of the materials for this module
Practice the recommended demonstration
View the multimedia presentation
Complete the lab Demonstration This section provides demonstration procedures that will not fit in the margin notes or are not appropriate for the student notes Searching and Search Results
To prepare for the demonstration • Ensure that the classroom has been set up according to the Classroom Setup Guide for Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001 iv Module 7: Searching for Content Multimedia Presentation This section provides multimedia presentation procedures that not fit in the margin notes or are not appropriate for the student notes The Search Process
To prepare for the multimedia presentation • Ensure that you have the Trainer Materials compact disc with the 2095_search media file Module Strategy Use the following strategy to present this module:
Performing Searches by Using the Dashboard Site Explain that users searching for content by using the dashboard site have three options: browsing through folders, browsing through categories, and using the dashboard site Search feature Then, explain which option is best for readers, authors, and coordinators Describe how to use the Simple Search Web Part and the Advanced Search Web Part to perform searches, and then describe the search scope options that are available in each Show the students how the search results are displayed in the SharePoint Portal Server Search page and how to sort search results After the students understand the search options and how to perform searches, demonstrate folder browsing, category browsing, and using the dashboard site Search feature Finally, discuss the simple techniques that students can use to maximize search results
Optimizing Search Performance and Administering Search Features Provide a high-level overview of the search process by discussing the processing steps that are performed on a search query as it is passed to the index, and then present the media piece about the search process Explain how to optimize search performance by configuring workspace settings, and then explain how to configure Best Bets, the thesaurus, and noise word files Module 7: Searching for Content Customization Information This section identifies the lab setup requirements for a module and the configuration changes that occur on student computers during the labs This information is provided to assist you in replicating or customizing Training and Certification courseware Important The labs in this module are also dependent on the classroom configuration that is specified in the Customization Information section at the end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001 Lab Setup There are no lab setup requirements that affect replication or customization Lab Results Performing the labs in this module introduces the following configuration changes:
The Cooler Overview.htm file is set up as a Best Bet category for Outdoor Products:Camping Equipment:Coolers and a Best Bet keyword for cooler and ice chest
A thesaurus entry is created that creates an association between the words “blue” and “aqua.” v Module 7: Searching for Content Overview Topic Objective To provide an overview of the module topics and objectives Lead-in In this module, you will learn about planning a search, conducting searches, and creating and editing indexes for searching
Performing Searches by Using the Dashboard Site
Optimizing Search Performance and Administering Search Features *****************************ILLEGAL FOR NON-TRAINER USE***************************** The search features of Microsoft® SharePoint™ Portal Server 2001 allow users to search for information across multiple sources in both internal workspaces and external sources The dashboard site offers various methods of searching so that users can optimize results by matching the search method to the type of search they are performing The search technology that is built into SharePoint Portal Server also allows administrators to customize search configurations for optimum performance After completing this module, you will be able to:
Discuss the three search options in SharePoint Portal Server, use the two Search Web Parts to perform simple and advanced searches, and apply various techniques for maximizing search results
Explain the processing steps that are performed on a search query as it is passed to the index, discuss how to optimize search performance by setting the query time-out and the maximum number of search results, and configure Best Bets, the thesaurus, and noise word files Module 7: Searching for Content
Performing Searches by Using the Dashboard Site Topic Objective To outline this topic Lead-in The topics in this section describe how to run searches and create custom search queries, and explain how a search query is processed
SharePoint Portal Server Search Options
Using the Dashboard Site to Perform Simple and Advanced Searches
Viewing Search Results
Improving Search Results *****************************ILLEGAL FOR NON-TRAINER USE***************************** The dashboard site offers authors, coordinators, and readers various methods that they can use to locate content based on their knowledge of the file system in the workspace, the general subject of the topic, and any keywords associated with the topic Users can perform advanced search requests on the dashboard site and manipulate the results that are returned to efficiently find the data they are looking for Module 7: Searching for Content SharePoint Portal Server Search Options Topic Objective To describe the three search options in SharePoint Portal Server Folder Folder Browsing Browsing Lead-in Documents MIS Product Development Clothing Materials Outdoor Equipment Sales Category Category Browsing Browsing SharePoint Portal Server provides three options for finding content on the dashboard site Categories Casual Clothing Outdoor Products Outerwear Technologies Materials Cotton Synthetics Wool Processes Using Using the the Dashboard Dashboard Site Site Search Search Feature Feature *****************************ILLEGAL FOR NON-TRAINER USE***************************** Users who are searching for content by using the dashboard site have three options:
Browsing through folders
Browsing through categories
Using the Search feature on the dashboard site Security is applied to all three of these options based on the role of the user For example, when a user browses categories, only those documents that the user has permission to read are displayed in the results The search method that the user chooses depends on the user role and the search requirements Delivery Tip The search method is associated with user roles and requirements By incorporating multiple search methods, SharePoint Portal Server meets many search requirements Folder Browsing Authors and coordinators may search for content in the workspace because they may have some knowledge of the file structure of the workspace Users can browse through the workspace folder hierarchy through the dashboard site or the Web folder view of the workspace file structure Using this method reveals only internal documents in the workspace and will not give a user access to external content Note For authors and coordinators to find documents that are saved, checked in, checked out, or pending approval but have never been published, they must use folder browsing Module 7: Searching for Content Category Browsing Browsing through categories is a reader-oriented approach to searching workspace content Category browsing is a good place to start for users who are unsure of what they are looking for and who are unfamiliar with the file structure of the workspace Category browsing is available on the dashboard site and in the Web folder view of the workspace When you open a category, a list of all the documents that are associated with the category, and any subcategories under it, are displayed Categories can contain both internal content in the workspace and external content in crawled sites For this method of browsing to be most effective, authors and coordinators must associate content with the correct categories The Dashboard Site Search Feature Using the dashboard site Search feature requires no familiarity with the folder or category structure being used, and searches on the dashboard site can span all internal and external content sources Users with little knowledge of the structure of the workspace content can use the dashboard site Search feature to get complete search results Search queries can return a list of matching categories that contain one or more of the search terms as keywords for the category Search queries can also return a list of external and internal documents that match the search criteria Note Searching with the dashboard site and category browsing displays only published documents even if the user has permission to see the draft document ... search performance by configuring workspace settings, and then explain how to configure Best Bets, the thesaurus, and noise word files Module 7: Searching for Content Customization Information... search performance by setting the query time-out and the maximum number of search results, and configure Best Bets, the thesaurus, and noise word files 2 Module 7: Searching for Content
Performing... 4 Module 7: Searching for Content Category Browsing Browsing through categories is a reader-oriented approach to searching workspace content Category browsing is a good place to start for users