Category Archives: SPO

Microsoft Search: roadmap and announcements

(Old) SharePoint Search: content-centric
(New) Modern Search: people-centric

Office graph = codename for collective set of services and insights we generate on top of the infrastructure that fast office graph group developed 
= social Intel concepts
(SharePoint home, Delve, OneDrive Discoverview) are derivatives of Office graph 

ms graph = API ( +universal search API)

Turing technology – understands you, answers your question e.g. hover over doc -> doc summary (based on “deep speed” AI model)
announcement at Ignite23-pages blog  

Modern Search: MS nailed the fundamentals, now start bringing it everywhere  – to Teams first, then SharePoint
Customizations  – a lot will retire – investing in more flexibility   – moving into SharePoint – PnP modern Search – custom result pages, webparts, branding theme; filters, refiners, scoping control  )  – search layout designer – wysiwyg editor

Core idea behind Microsoft search is coherence 

People use search in a different ways 
1) you have organisations who have a well-established intranet built around set of governance controls, a very clean architecture and they want to build a search into that intranet scenario; that’s why a lot of SharePoint capabilities are going to come along with Microsoft search for that particular endpoint
2) then you have other people who live their day in teams

Shared search engine results page (developed once – transitioned everywhere)
 Ctrl-F to search through teams (chats?) (contextual search)
Outlook search – more natural language
Image search ( before eoy, + 
teams chats, outlook groups conversations, yammer conversation -> bing, office.com, sharepoint
bookmarks (new promoted results) vs qa

Targeting bookmarks for the specific audience based on device/OS, region, security groups

SharePoint Search Admin Center -> Microsoft Search Admin Center transitioning (Search and Intelligence Admin Center) – long-running project custom dictionaries, spelling suggestions – will retire, (move to a graph-driven spellar) 

promres – bookmarks Graph Connectors Federation with Azure Cognitive Search
PowerBI search vertical

Standalone Search  – AAD identity – Graph connector – Ingest your data – use Search = in Windows 10, Office.com  ( e.g. for those who have their data in other productivity suite, have no intent to use m365, but want to search)

Current state of SharePoint Search and Microsoft Search scopes


https://techcommunity.microsoft.com/t5/microsoft-search-blog/microsoft-search-at-ignite-2020/ba-p/1651098

https://techcommunity.microsoft.com/t5/microsoft-search-blog/what-s-new-for-microsoft-search-ignite-2020-edition/ba-p/1675291

Bill Baer on Search:

Office 365 Search scopes

Search is everywhere in Microsoft 365. You can search from SharePoint, Teams, Delve, Yammer etc.

But! From SharePoint you cannot search for Teams chats.
From Teams you cannot search for regular (no-group) sites.
Sites descriptions are totally out of search (including Yammer groups, Teams and regular sites).

So, what are the scopes of each search tool in Office 365 and is there a tool you can search for everything?

Search scopesSharePoint
Search center
SharePoint home
Office portal
Office desktop app
Delve
TeamsBing
SharePoint contentYesYesYes
Teams contentYesYesYesYes
Teams chatsYesYes
Yammer contentYesYesYes
Yammer chatYes
User profilesYesYes
Email

Detailed:

ScopeOut of Scope
SharePoint Search Center– all sites content
(Teams, Yammer, regular),
– user profiles
– OneDrive
Teams chat
Yammer chat
SharePoint Landing Pagesame as SharePointsame as SharePoint
Office.comsame as SharePointsame as SharePoint
Delve
TeamsTeams content
Teams chat
OneDrive
Yammer
User Profiles
regular SharePoint sites
BingEverything* * except people profiles content
(e.g. about me)

Seems like the only tool you can search for EVERYTHING with is Microsoft Bing:

More on Microsoft Search vs SharePoint Search and Microsoft Search RoadMap

Microsoft Office 365 Search: Find what you need with Microsoft Search in Bing

SharePoint PnP roadmap

Good news!
On Sep, 18 during the SIG community call, PnP Team shared their plans on PnP Sites Core library and PnP Core SDK.
“PnP Sites Core v4” library and “PnP Core SDK v1” with .net core support (.net Standard 2.0) – expected in December 2020!

PnP PowerShell v4 for SPO library built for .Net Standard 2.0 / PowerShell 7 will be released in Dec 2020 as well.

Fastest way to delete all items in a large SPO list

Scenario: You have a large (>5k items) list in SharePoint Online.
You need to delete this list. “Remove-PnPList” fails with a message “The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator“. Deleting with UI fails too.

Try this:

Get-PnPListItem -List $list -Fields "ID" -PageSize 100 -ScriptBlock { Param($items) $items | Sort-Object -Descending | ForEach-Object{ $_.DeleteObject() } } 

References:

SPO Sub-Sites are disabled. How to create a Sub-Site.

In Office 365 SharePoint admin can disable SubSites creation:

Well, agree, SubSites are not really disabled, but the button to create subsites is hidden: “This controls whether the Subsite command appears on the New menu on the Site contents page”.

Anyway, the result is: you are not able to create a SubSite (web) in SharePoint Online:

Actually there are at least 3 options to create a SubSite:

Option 1. Create a SubSite in Classic mode.

Step 1: Select “Site Contents” page
Step 2: Click “Return to classic SharePoint”
Step 3: Create SubSite

Option 2. Create a SubSite from “Sites and Workspaces” page

Step 1: Go to “Site Settings”
Step 2: Select “Sites and Workspaces” page (site/_layouts/15/mngsubwebs.aspx)
Step 3: Create a SubSite

Option 3: use PowerShell PnP

Step 1: Install PowerShell PnP
Step 2: Connect to your site with PnP
Step 3: create a SubSite

Install-Module SharePointPnPPowerShellOnline
Connect-PnPOnline -Url <your site Url> -UseWebLogin
New-PnPWeb -Url "<new Web Url>" -Title "MySubSite" -Template "STS#3"

References:

See also: How to create a SharePoint Site in Office 365 if site creation is disabled

SPO: Description, Owner fields are not searchable

Scenario:

You have a list (or a document library) in SharePoint Online.
You can search through the list but some fields like “Description”, “Owner”, “AssignedTo”, “Created”, “CreatedBy” are not searchable.

Cause:

This is frustrating, but expected behavior. Check Microsoft’s “Overview of crawled and managed properties in SharePoint Server“. You see some pre-created managed properties do not have “Searchable” option enabled.

Solution:

(The following is still not finished:)

Prove:

I have created a new SPO site test78, a new list Test11 and created (not added from existing) a custom field “Description” to the list:

I also created “Description2” column the same way. No data is added to the list so far.

Search schema looks like:

for Description managed property:

mapping:

Notice that “Description” managed property is not searchable and “ows_Description” crawled property is mapped to “Description” managed property.

Searching for “ows_Description” crawled property gives me:

and that’s OK, as we have no data in the list so “ows_Description2” crawled property does not exist.

Now let me add some data to the list:

and wait a few minutes while continues crawl grabs data.

You can see:

Title and Description2 are searchable, but we are not able to search through “Description” field content.

Explanation

Actually this is by design.
Microsoft: “The index only includes content and metadata from the managed properties”.
(? Maybe Microsoft tries to protect their resources from overloading or) maybe they protect us from irrelevant results, but by default list column “Description” is mapped to non-searchable managed property.

“Searchable” means: “…The content of this managed property is included in the full-text index.” I.e. if the property is not searchable – “The content of this managed property is not included in the full-text index.” => that’s by design.

But the property is queryable!
Queryable “Enables querying against the specific managed property”. E.e.
“Description:Descr1*” query should work. And it works:

“Description2:Descr*” query should not work as we did not map Description2 property to any managed properties, so we can find content via full-text search but cannot find under managed property:

Solution

Option #1.
Use queries like “Description:TextToSearch” (check also SharePoint KQL).

Option #2.
Do not use name “Description”.
Choose something else like “Short Description” or “Case Description”

Option #3.
Use existing site column “Description” from group:Custom Columns. It’s “single line of text” though. Note: “SharePoint Server Standard Site Collection features” must be activated.

The thing is it’s internal name is “CategoryDescription” and display name is “Description”. So if you add this column to the list – the content will be searchable:

Option #4
Create a new site column, name it e.g. “DescriptionSrchblClmn”.
Add this column to the list from existing site columns.
Rename it to “Description”.

Option #5 (under testing… TBU)
Change default mapping.
e.g. unmap “ows_Description” crawled property from “Description” managed property. This should be enough, as “ows_Description” crawled property has “Include in full-text index” option ON:

NB: if you unmap “ows_Description” crawled property from “Description” managed property, it’ll affect other site lists.

Option #6.
In addition to option #5 you can create your own managed property (e.g. “DescriptionSearchable”), make it searchable and map it to “ows_Description” crawled property.

Remember: if you made a change in search schema, run “Reindex site” under Site Settings -> “Search and Offline Availability”. It’s like on-prem “Full crawl” but works at web level.

================================

Links.

Microsoft: Manage the search schema in SharePoint
Microsoft: Keyword Query Language (KQL) syntax reference
Vladilen: Search for a crawled property name with wildcards
Microsoft: Overview of crawled and managed properties in SharePoint Server

MS Teams vs SharePoint

… by teams you are bringing in collaboration but you are losing discoverability…
… you put everything in one document library which becomes overloaded…
… you have to rely on search to try to find it…
… challenge for teams to become scalable (not everything can be added to tabs) – @DarceHess, Microsoft 365 & SharePoint PnP Weekly – Episode 91