Enhancing Relevancy & End User Experience with SharePoint Search
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Gina Montgomery presented on enhancing relevance and user experience with SharePoint search. The presentation covered information architecture, SharePoint search components and features like result sources, result types, query rules and display templates. It demonstrated hybrid search which allows searching across SharePoint on-premises and Office 365 content. Finally, it introduced Delve which surfaces personalized content from across Office 365 for more relevant search experiences.
Enhancing Relevancy & End User Experience with SharePoint Search
- 1. P R E S E N T E D B Y G I N A M O N T G O M E R Y, V- T S P, M C T S , M C S A , M C P J U N E 2 0 1 6 E N H A N C I N G R E L E VA N C Y & U S E R E X P E R I E N C E W I T H S H A R E P O I N T S E A R C H
- 2. Housekeeping • #SPSATL • Thank a volunteer!! • Join us at www.atlspug.com • @atlspug and #atlspug • Meet at Microsoft MTC in Alpharetta • 3rd Monday of Every Month COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 2
- 3. SPS Events Thank You Sponsors! COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 3
- 4. SPS Events – Join us for SharePint • 5 Seasons Brewery (North) • Right after the event ends • The parking is located directly in front of brewery • See the SPSATL Website for more info and directions COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 4
- 5. Agenda COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 5 Introductions Relevancy Matters! An intro to IA SharePoint Search 101 Demo What’s New? Hybrid Search! Delve
- 6. Introductions COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 6 Download my slides at slideshare.com/ginamontgo www.ginamontgomery.com @ginaMMontgomery [email protected] [email protected] Gina Montgomery, V-TSP MCSA MCTS MCP Softmart – Vice President, Corporate Strategy
- 7. Agenda COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 7 Introductions Relevancy Matters! An intro to IA SharePoint Search 101 Demo What’s New? Hybrid Search! Delve
- 8. Information Architecture Includes: • Navigation Structure • Metadata Strategy • Site Taxonomy • Search Strategy COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 8
- 9. Information Architecture • The Institute of Information Architecture defines IA as: • the art and science of organizing and labeling websites, intranets, online communities and software to support usability. • IA defines the way your company describes, organizes and discovers content. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 9
- 10. Why care about IA • End User Adoption Relies Upon It! • It can help you avoid Desolate Sites • It will help keep storage requirements & goals under control • Usability thrives COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 10
- 11. Agenda COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 11 Introductions Relevancy Matters! An intro to IA SharePoint Search 101 Demo What’s New? Hybrid Search! Delve
- 12. Search in SharePoint Online / SP2013 • Search is a core service! • Building blocks for Web Content Management, Better Productivity, and Social connections • Major overhaul of the User Experience (UX) • Content Search Web Part • Hover Panel • Result Source • Display Template • Query Rules • Result Type • Refinement Panel • Remote Index COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 12
- 13. Search Components COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 13 Search component name Description Crawl component Crawls content sources to collect crawled properties and metadata from crawled items and sends this information to the content processing component. Content processing component Transforms the crawled items and sends them to the index component. This component also maps crawled properties to managed properties. Analytics processing component Carries out search analytics and usage analytics. Index component Receives the processed items from the content processing component and writes them to the search index. This component also handles incoming queries, retrieves information from the search index and sends back the result set to the query processing component. Query processing component Analyzes incoming queries. This helps optimize precision, recall and relevance. The queries are sent to the index component, which returns a set of search results for the query. Search administration component Runs the system processes for search, and adds and initializes new instances of search components. http://technet.microsoft.com/en-us/library/jj219738(v=office.15).aspx
- 14. SP2013 Search Architecture COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 14 CRAWL ADMIN ANALYTICS LINKS
- 15. Introducing… The CSWP • A Content Search Web Part displays search results in a way that you can easily format. • Each Content Search Web Part is associated with a search query and shows the results for that search query. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 15
- 16. Introducing… The Refinement Panel The Web Part filters search results from a Search Results Web Part into categories to help users narrow search results to help them find what they are looking for. By changing properties in the Refinement Web Part, you can do the following: 1. Specify a different Search Results Web Part from which to filter search results. 2. Specify which refiners to show in the Web Part. 3. Change the display template that is applied to each refiner. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 16
- 17. Introducing… Result Sources • Replaces SharePoint 2010 Scopes • Used when defining a new Search “Vertical” • You can create a new Search Results page and apply the Result Source to it to create a new Search Experience (part of demo) COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 17
- 18. Result Sources COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 18 This result source Specifies these items in the local SharePoint index Conversations Discussions in microblogs, newsfeed posts, and community sites Documents Microsoft Office documents and PDF documents Items matching a content type Items that match a content type that the incoming query specifies Items matching a tag Documents or list items that match a managed metadata term that the incoming query specifies Items related to current user Documents or list items that are related to the user in a way that the query template specifies Local People Results People items from the profile database of the User Profile service application Local Reports and Data Results Excel, Office Data Connection (ODC), or Report Definition Language (RDL) items, or items in a report library Local SharePoint Results All items from the local SharePoint search index except People items Local Video Results Videos Pages SharePoint web pages Pictures Photos and images Popular Documents and list items sorted by view count Recently changed items Documents and list items sorted by Modified date Recommendations Documents and list items that you recommend for the incoming query Wiki SharePoint wiki pages SharePoint Server 2013 provides 16 pre-configured result sources, which are available in all sites and site collections in web applications that consume a Search service application.
- 19. Result Source in Action: People Search COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 19
- 20. Introducing… Result Types • Create and configure custom search result types in SharePoint 2013 so that users can readily distinguish and preview different kinds of items in a list of search results. • A search result type is a rule that causes distinct kinds of search results to be displayed in different ways. • It consists of the following: 1. One or more characteristics or conditions to compare each search result against, such as the result source or content type of the search results 2. A display template to use for search results that meet the conditions. The display template controls the way in which all results that meet the conditions appear and behave on a search results page. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 20
- 21. Result Types Available (30) – SharePoint 2013 COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 21 Result type Search result found in Person The Local People Results result source Microsoft Access A Microsoft Access file Microsoft Excel A Microsoft Excel file Microsoft OneNote A Microsoft OneNote file Microsoft PowerPoint A Microsoft PowerPoint file Microsoft Publisher A Microsoft Publisher file Microsoft Visio A Microsoft Visio file Microsoft Word A Microsoft Word file Discussion An entry within a community site Reply A reply to an e-mail Email An e-mail Image An image file PDF A PDF file Text A TXT file Video A video file XML An XML file Zip A ZIP file SharePoint Blog A SharePoint Blog site SharePoint Community A SharePoint Community Site SharePoint Discussion Board A SharePoint Discussion Board library SharePoint Document Library A SharePoint Document library SharePoint List A SharePoint list SharePoint MicroBlog Post A blog post within a SharePoint Blog Site SharePoint Picture Library A SharePoint Picture library SharePoint site A SharePoint site SharePoint Survey A SharePoint survey SharePoint Wiki A SharePoint Enterprise Wiki Site SharePoint Picture Library List Item An item in a SharePoint picture library SharePoint List Item An item in a SharePoint list Webpage External web pages, for example HTML or ASPX pages
- 22. Introducing… Query Rules Without any custom code you can help searches respond to the intent of your users by creating query rules. A query rule can specify the following three types of actions: 1. Add Promoted results (formerly called Best Bets) that appear above ranked results. For example for the query “sick leave”, a query rule could specify a particular Promoted Result, such as a link to a site that has a statement of company policy regarding time off work. 2. Add one or more groups of results, called result blocks. A result block contains a small subset of results that are related to a query in a particular way. Like individual results, you can promote a result block or rank it with other search results. 3. Change the ranking of results. For example, for a query that contains “download toolbox”, a query rule could recognize the word “download” as an action term and boost search results that point to a particular download site on your intranet. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 22
- 23. Introducing… Display Templates In a SharePoint Search Center, search results are displayed in a Search Results Web Part. To control how the search results are displayed, two types of display templates are used: 1. Item display template 2. Hover panel display template The display template defines how each result is displayed. The following diagram shows how result types and display templates are connected: COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 23
- 24. Introducing… The Hover Panel • The hover panel display template shows additional information when a user hovers with the mouse pointer over a search result. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 24
- 25. Hover Panel: Preview Metadata COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 25
- 26. More Improvements: Intuitive Search COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 26
- 27. More Improvements: Document library search COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 27
- 28. Agenda COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 28 Introductions Relevancy Matters! An intro to IA SharePoint Search 101 Demo What’s New? Hybrid Search! Delve
- 29. Agenda COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 29 Introductions Relevancy Matters! An intro to IA SharePoint Search 101 Demo What’s New? Hybrid Search! Delve
- 30. Introducing Hybrid Search! • Hybrid search lets your users search for files and documents across SharePoint Server and Office 365 at the same time. • There are two variants of hybrid search: • Hybrid federated search (SP2013) • Cloud hybrid search (new w/ SP2013 & SP2016) COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 30
- 31. Hybrid Federated Search • Use both your index in SharePoint 2013 Server and your index in Office 365 • Both SharePoint Server and SharePoint Online Search services can query the search index in the other environment and return federated results. • When users search from a Search Center, the search results come from both your search index in SharePoint Server and your search index in Office 365. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 31
- 32. Example: COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 32
- 33. Hybrid Federated Search Results • The Search Centers display results from the environments in two separate result blocks. • Each Search Center displays and ranks search results from its own environment and uses ranking from the other environment for the other environment’s search results. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 33
- 34. Introducing the new Cloud Hybrid Search! • Index all your crawled content, including on-premises content, in your search index in Office 365 • When users enter a query in a search center, they get search results from the Office 365 search index, and thus get results both from on-premises and Office 365 content. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 34
- 35. Cloud Hybrid Search Results • With could hybrid search, search results come from one search index. • A search center in, for example, SharePoint Online in Office 365, displays and ranks results in one single result block. • SharePoint Online calculates search relevance ranking and refiners for all your results, regardless of whether the results come from on-premises or Office 365 content. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 35
- 36. Benefits of Hybrid Cloud Search • Your users get unified search results, search relevance ranking, and refiners even if your organization has content both on-premises and in Office 365. • Your users automatically get the newest SharePoint Online search experience without your organization having to update your existing SharePoint servers. • You no longer have to worry about the size of your search index, because your search index is in Office 365. This means that the footprint of your SharePoint Server search farm is smaller, and your total cost of ownership for search is lower. • SharePoint Server 2013 supports crawling of existing SharePoint Server 2007 and SharePoint Server 2010 content farms. • SharePoint Server 2016 supports crawling of existing SharePoint Server 2007, SharePoint Server 2010, and SharePoint Server 2013 content farms. • You no longer have to migrate your search index to a newer version of SharePoint Server because this happens automatically for you in Office 365. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 36
- 37. Agenda COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 37 Introductions Relevancy Matters! An intro to IA SharePoint Search 101 Demo What’s New? Hybrid Search! Delve
- 38. Maybe you’re looking for broader search relevancy… • For Office 365 subscribers, you have access to a new way of Search! o Search across SharePoint Online, OneDrive for Business, Email Attachments and more! • Office Delve! COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 38
- 39. Introducing Office Delve! COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 39 I know what I know. I know what I don’t know. I don’t know what I know. I don’t know what I don’t know.
- 40. Office Delve – Relevant Search for O365 • Office Delve surfaces personalized content to you from across Office 365. • Powered by the Office Graph, Delve shows you information based on what you're working on and what's trending around you. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 40
- 41. What will you see in Delve? COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 41 http://bit.ly/1L6i5W9 SUPPORTED CONTENT TYPES WHERE DOES THE CONTENT COME FROM? Office documents (Word, PowerPoint, Excel) and PDFs Documents stored in OneDrive for Business or in Sites in Office 365. Email attachments Office documents (Word, PowerPoint, Excel) and PDFs that have recently been shared with you in emails. You'll only see attachments if you're using Office 365 email. Attachments in email messages protected with Rights Management Services (RMS) will not show up in Delve. Attachments only show up in your Home view, and only a selection of the attachments show up. You can't search for attachments in Delve. You can't add attachments to boards. If you've moved the email to another folder or deleted it, you currently won't be able to open the attachment from Delve. Videos Videos that have been uploaded to the Office 365 Video portal. Links to webpages from Yammer groups If someone posts a link to a public webpage in a public group on Yammer, the webpage can show up as a content card in Delve. NOTE Links to webpages from Yammer groups may not be available if your organization yet. See My Delve looks different from what you describe for more information.
- 42. See Office Delve for yourself!... Demo COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 42
- 43. Admin “Need to Knows” for Delve • Delve is available for Office 365 Enterprise (E1, E3, and E4), Office 365 Education (E1, E3 and E4), Office 365 Government (E1, E3 and E4), Office 365 Business Essentials and Office 365 Business Premium. • Regardless of which of these Office 365 plans you have, you need to activate the SharePoint Online service and assign users a SharePoint Online license before they can start using Delve. • You also have to set up Exchange Online if you want attachments to show up on users' Home pages in Delve. • If you set up Skype for Business Online, users can start Skype for Business Online conversations directly from Delve. • Delve is designed to work with the current or immediately previous version of Internet Explorer or Firefox, or the latest version of Chrome or Safari. For more information, see Office 365 system requirements. • Turn on First Release for quicker updates to Delve (new features, etc…) COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 43
- 44. In Conclusion • With SharePoint Search, we can influence Search relevancy! • Query • Content • Ranking • User Interface • With Office 365, Services like Delve creates relevant search experiences across all of the apps including SharePoint Online. • With this power, we must have a plan for Search Relevancy for our organization. COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 44
- 45. Thank you COMPANY CONFIDENTIAL—SUBJECT TO NDA C000000-0616 45 Download my slides at slideshare.com/ginamontgo www.ginamontgomery.com @ginaMMontgomery [email protected] [email protected] Gina Montgomery, V-TSP MCSA MCTS MCP Softmart – Vice President, Corporate Strategy