1. SharePoint Doesn’t Suck, Your Search Sucks
Improving the SharePoint Search Experience
Kim Frehe

2. Welcome to SharePoint Saturday Houston
Thank you for being a part of the 6th Annual SharePoint Saturday for the greater Houston area!
Please turn off all electronic devices or set them to vibrate.
If you must take a phone call, please do so in the hall so as not to disturb others.
Special thanks to our Diamond Sponsor, HSPUG

3. Thanks to all our Sponsors!

4. Information
Speaker presentation slides should be available from the SPSHOU website within a week or so
The Houston SharePoint User Group will be having it’s next meeting Wednesday April 20th. Please join us at spug.org

5. Passionate about SharePoint
About Me
SharePoint Since 2001
Huge Gator Fan
Consultant in Chicago at Avanade
Microsoft Certified:
Passionate about SharePoint

6. Who are You and What Version are you on?

7. Why Improve Your Search What is Search How to Improve It Resources
Agenda
Why Improve Your Search
What is Search
How to Improve It
Resources

8. Why Improve Your Search
50% of most Web searches are abandoned
Knowledge workers spend from 15% to 35% of their time searching for information.
Source:

9. Why Improve Your Search
Searchers are successful in finding what they seek 50% of the time or less
40% of corporate users reported that they can not find the information they need to do their jobs on their intranets.
Using those studies as a basis, we set out to quantify the impact that not finding information might have on a typical enterprise of a thousand knowledge workers who earned an average salary plus benefits of $80,000 a year. We looked at:
how much time typical knowledge workers spend searching every week,
what their success is in finding the information they are seeking,
how much time they have to spend recreating work that exists already but that they couldn't find,
what the opportunity cost to the organization is,
the cost of lost revenues from e-commerce if customers can't find the products they want to buy, and
increased call center and online technical support costs because calls are escalated to a person rather than being answered automatically.
Here's what we found
The time spent looking for and not finding information costs our mythical organization a total of $6 million a year. That doesn't include opportunity costs or the costs of reworking information that exists but can't be located.
The cost of reworking information because it hasn't been found costs that organization a further $12 million a year (15% of time spent in duplicating existing information).
Not locating and retrieving information has an opportunity cost of more than $15 million annually. Accelerating the introduction of a blockbuster drug or delaying its demotion to generic status by just one day through use of information access software could mean $8.5 million or more each day.
Increased e-commerce revenue pays for the improved search software in a couple of months. Companies like Charles Schwab, Lands' End, Staples or Macy's have increased their commerce revenue by amounts like $125,000 per month, or 400% in average deal size.
Call center costs and volumes have been decreased by 30% and more when better search and browsing tools were implemented.
Source:

10. Why Improve Your Search
Example – 1000 workers ~$80K per year
$6 million a year in lost time
$12 million in rework
$15 million in opportunity cost
1000 workers who earned an average salary plus benefits of $80,000 a year.
We looked at:
how much time typical knowledge workers spend searching every week,
what their success is in finding the information they are seeking,
how much time they have to spend recreating work that exists already but that they couldn't find,
what the opportunity cost to the organization is,
the cost of lost revenues from e-commerce if customers can't find the products they want to buy, and
increased call center and online technical support costs because calls are escalated to a person rather than being answered automatically.
Here's what we found
The time spent looking for and not finding information costs our mythical organization a total of $6 million a year. That doesn't include opportunity costs or the costs of reworking information that exists but can't be located.
The cost of reworking information because it hasn't been found costs that organization a further $12 million a year (15% of time spent in duplicating existing information).
Not locating and retrieving information has an opportunity cost of more than $15 million annually. Accelerating the introduction of a blockbuster drug or delaying its demotion to generic status by just one day through use of information access software could mean $8.5 million or more each day.
Increased e-commerce revenue pays for the improved search software in a couple of months. Companies like Charles Schwab, Lands' End, Staples or Macy's have increased their commerce revenue by amounts like $125,000 per month, or 400% in average deal size.
Call center costs and volumes have been decreased by 30% and more when better search and browsing tools were implemented.
Source:

12. Why Improve Your Search
How many of you know “How” to search?
AND, OR, +, -, NEAR, ONEAR, WORDS, XRANK
Do all of YOUR USERS know “How” to search?
2013 has new ranking models, analysis of content and user interactions…but you can enhance the computer learning with query rules, scopes and result sources.

13. How Search Works SharePoint Algorithm (as told by Joel Oleson)
SharePoint Search Tips and Tricks
Joel Oleson: SharePoint Search Tips and Tricks – Power User Search in SharePoint 2013

14. How Search Works
Kunaal Kapoor

15. How Search Works (What) (When) (Where) / Result Types
WHAT are you looking for – Query
WHEN should we show these results – Query Rules
WHERE should these results come from - Result Sources
HOW should these results look – Display Templates
ARE these the right results – Preview
WHAT SPECIFICALLY are you looking for - Refiners
WHO has access to the content – Default SharePoint Security
/ Result Types
(What Specifically)
(How)
(Are you sure)

16. Anatomy of a Search PAge

17. Query

18. Results

19. Preview

20. Vertical

21. Refiner

22. WHAT: Search Query Search Query Behind the scenes….
What the user types
Behind the scenes….
KQL – Keyword Query Language
Operators and Special Characters
FQL – FAST Query Language
KQL used in most Search Boxes
FQL more technical

23. WHAT: Operators AND or + NOT or - OR WORDS NEAR ONEAR XRANK
AND, OR, +, -, NEAR, ONEAR, WORDS, XRANK,

24. WHAT: Searching Example
Sales and Marketing
Sales AND Marketing
“Sales and Marketing”
“Sales & Marketing”
WORDS(“Sales”, “Marketing”)
Sales NEAR(n=2) Marketing

30. MMD Synonyms

31. WHAT: Synonyms TV Television Telly televisie
OnPrem – PowerShell: us/library/jj219480(v=office.15).aspx
SharePoint Online – Not Available, however….
You can use Query Rules with WORDS

34. The importance of capitalization

35. The importance of capitalization

36. Query Matches Keyword Exactly Query Contains Action Term
WHEN: Query Rules
Query Matches Keyword Exactly
Query Contains Action Term
Query Matches Dictionary Exactly
Query More Common in Source
Result Type Commonly Clicked
Advanced Query Text Match
Keyword Exactly: OSEM
Action: Download
Dictionary Exactly: Name – return people results block
Common: In the Query is more likely to be used in this source menu, you select Local Video Results. The query rule will fire if a user types the word "training" in a search box and that word was frequently typed in a search box in the Videos vertical
Commonly Clicked: i.e. Blog
Advanced: expression, phone number

37. Manage Query Rules

38. DEMO

40. WHERE: Result Sources All Team Sites
All of a certain 3 content types: Contracts, RFP’s, SOWs

42. WHERE: Cross-Site Publishing
Gives access to content without giving access to a site
Automatically creates a Result Source

43. HOW: Search Results Display Templates
Content By Search Web Part
Search Result Web Part
Don’t call all managed properties…just the ones you need - very expensive
$IncludeCSS(…) can go in Control Template

46. WHAT: Managed Properties
Crawled Property vs. Managed Property
Managed Metadata
Site Column vs. List Column
“ = “ vs. “ :”
Retrievable = display template use
Queryable means you can search for specific value i.e. author=
Content Owners: When creating lists/libraries:
List columns = crawled property only
Site columns - crawled ad managed property + mapping

47. WHAT: Managed Properties
Define a managed property.
Can only edit Schema under Site Collection Administration, Schema - must be Site Collection Admin
Can VIEW it as Site Owner
So what happens if you need to Refine or Sort by one of your Managed Properties?
Retrievable = display template use
Queryable means you can search for specific value i.e. author=
Searchable - managed property MUST be Searchable in order to use it in a
CRAWLED PROPERTIES:
Ows_q_TEXT_name - means this is a crawled property
MANAGED PROPERTY NAME
FieldnameTypeOWSTEXT
When gets turned Managed property, loses underscores for ows1TEXTName
Ows to the left is a crawled property - useless to me
If OWS is to the right, it is a managed property EXCEPT MMD keeps owstaxID on left just removes the underscores
Site column - auto creates Managed Property auto created

48. WHAT Specifically: Search Refiners

49. WHAT: Refinable Managed Properties
There are a total of 19
Calendars:
- Cannot filter dates by Start Date > Today - must map a field
- must map in order to refine by date
0 refinable properties

52. WHAT Specifically: Search Verticals
Search Verticals – Use Result Sources

53. Search Vertical: Site Search Settings

54. WHAT: Promoted Results

55. WHAT: Result Blocks

56. WHAT: Authoritative Page
You Specify Which Sites Are More Important
You specify which Sites Are Less Important
You can affect the ranking of how sites are displayed.

57. Define the Order based on what is relevant to YOUR organization
HOW – Sort Order
Define the Order based on what is relevant to YOUR organization

58. HOW: Sort Order – Search Results
Search Results Web Part – Add Sort Dropdown
Example for People Sort Web Part:
[{"name":"Name","sorts":[{"p":"PreferredName","d":0}]},
{"name":"Team","sorts":[{"p":"PrimaryTeam","d":0}]},
{"name":"Location","sorts":[{"p":"OfficeNumber","d":0}]},
{"name":"Building","sorts":[{"p":"BaseOfficeLocation","d":0}]},
{"name":"Birthday","sorts":[{"p":"BirthdayDate","d":0}]},
{"name":"Hire Date","sorts":[{"p":"HireDate","d":0}]}]

59. HOW: Sort Order – Search Results

60. Search Center Settings
- show where it is, how to define your search center Setting for tenant/farm, set for your site collection, set for your site why would you want to do this? If you've set up search, use display templates, want to limit search results.

61. Search Settings - Farm/Tenant

62. Search Settings: Site Collection
Note that you can enter a Search URL, Send Queries to a specific page, and Turn on the drop-down Menu to display scopes (i.e. Videos, People, Etc)

63. Tip: Set Default Values for MMD

64. Tip: Calendar Items

65. Tips (Web Part Queries)
{SearchBoxQuery}
write=today
{User.<Property>}
{Term.<Property>}
Today, yes
Inject real time parameters in real time
Current users name
Current navigation node they are
Value of a field on a page
User Profile Value
terday, this week, this month, last month, this year, last year

66. Thanks to all our Sponsors!

67. Resources
Video: Matt McDermott – SharePoint 2013 Search Back to Front:
CodePlex: SharePoint 2013 Search Query Tool:
KQL Syntax Reference:
Manage Query Rules: us/library/jj aspx#BKMK_AddQueryRule
Book: SharePoint Search Queries Explained: A guide to writing search queries in SharePoint and SharePoint Online by Mikael Svenson