Tag Archives: Microsoft Search

Microsoft 365 Search: roadmap and announcements

updated: June 3, 2021

(Old) SharePoint Search: content-centric (SharePoint Search Center)
(New) Modern Search: people-centric (Teams, Office, OneDrive, Delve etc.)

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 

Microsoft Graph = API ( including universal search API)
The Graph Search API went General Availability (GA):
Microsoft Search API in Microsoft Graph
Use the Microsoft Search API to query data

Microsoft Search API provides one unified search endpoint that you can use to query data in the Microsoft cloud – messages and events in Outlook mailboxes, and files on OneDrive and SharePoint – that Microsoft Search already indexes.

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 (Nov 2020).

Modern Search Customizations  – we’ll take the best from Classic SharePoint Search,
a lot will retire – investing in more flexibility  

PnP modern Search
– custom result pages, webparts, branding theme; filters, refiners, scoping control  ) 
pnp modern search – webparts (video)
https://microsoft-search.github.io/pnp-modern-search

Core idea behind Microsoft search is coherence 

Bill Baer:
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), acronyms, Q&A 

Targeting bookmarks for the specific audience based on device/OS, Country/Region, security groups…

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

Graph Connectors
Graph Connectors are generally available (Azure Data Lake Storage Gen2, Azure DevOps, Azure SQL and Microsoft SQL Server, Enterprise websites, MediaWiki, File share, Oracle SQL, Salesforce, ServiceNow + 100+ from partners; New connectors coming to Microsoft Search: Jira Graph connector, Confluence Graph connector).

Graph Connector allows to connect external source of information to Microsoft 365 and makes that data available across all m365 apps and services so you can find what you need wherever you’re working, whether in one of your favorite productivity apps or one of the many Microsoft 365 services such as SharePoint or Office.com

Actionable experiences
Search results on select Graph connectors will soon support actions that will allow users to interact with the result and perform changes to the Connector content within the Search application.

Results clusters
The results shown in a result cluster are grouped together based on the search vertical configuration.

Profile Query variables
Define any attribute from the user’s Profile, as a query variable and it would be resolved during query evaluation (This feature is currently in preview)

Profile enrichment with Graph connectors
…you will soon be able to enrich Microsoft 365 profile properties like Job title, Phone numbers, Skills etc. with data from HRMS systems using graph connectors. …then surface this rich profile information on people experiences like profile cards.

Search Federation
federation capabilities will allow enterprises build and integrate their custom LOB search experiences, customized search providers, into the overall Microsoft Search. With federated search, you can make information from systems where the data cannot leave the systems boundaries available to search across in Microsoft 365 productivity apps and services, without indexing its data with Microsoft Search.

Federation with Azure Cognitive Search

PowerBI search vertical

Custom verticals and custom refiners

Custom result templates – search layout designer – wysiwyg editor
Manage search result layouts
Microsoft Search Layout Designer

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)

More info:

References

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: What’s new and what’s next for Microsoft Search (May 25, 2021)

Bill Baer on Search:

Microsoft 365 Search Roadmap

Find sites shared with Everyone in SPO

There is a know problem in SharePoint – it’s complicated permissions system. As a result, many sites are overshared (overexposed) and site owners/administrators even do not know – who has access to their sites…

The most concern is sites shared with “Everyone”, “Everyone except external users” and “All users”. How do we find sites shared with “Everyone” in a large Microsoft 365 tenant?

Approach #1 (Brute force)

We can get full permissions report at tenant level (or permissions provided to “Everyone”). There are 3-rd party tools (e.g. ShareGate, SysKit, AvePoint, Metalogix etc.), or you can run PowerShell script…

Sounds easy? Well, if you have 1000 sites – probably yes. But if your environment 10K+ sites – it will take forever. Permission report might run hours for an average site with site/subsite, list/library and list item details level.

We need report detailed up to every item level deep, as even one file with sensitive info shared with everyone can cause security issue.

So, if this approach is not working – what’s working?

Approach #2 (Search)

Clever idea: why do we have to iterate through all the tenant documents/items if all the content is already crawled by search? Can we just use search to get files shared with Everyone? Sure!

Check this and this articles. Can we get results programmatically (e.g. with PowerShell)? Can we use Microsoft Graph search API? Sure.
Check this article “How to search against SharePoint Online Content with Microsoft Graph search API with PowerShell”.

But! We have two problems here.

Search Problem #1. The problem is the same as in “brute force”. Search returns so many results – it’ll take weeks to get all of them. (There are team sites “legally” shared with everyone, public Office 365 group based sites, communication sites… ).

Search Problem #2. Even whet we get all search results – we do not know – what is the exact Url of the resource shared with all users. So we will need to build list of sites based on the search results – ant then still need to run permissions report against these sites.

Approach # 3 Hybrid

The idea: why do we need to get all search result if even one result from the site would be enough to add the site to the list of sites require permission report.

So, consider (imho, the best) approach.

  1. You get list of sites in tenant. Here you can refine the list excluding, e.g. sites connected to public teams or known communication sites… Finally wou’ll have a list of sites you want to check – if there are resources shared with “Everyone…”
  2. You run search against each site in the loop (e.g. consider KQL option “Site: https://yourTenant,SharePoint.com/sites/YourSite”. Once even one result fount for the site – add the site to the “Open Sites” list

With this approach you will get list of sites shared with “Everyone…” in a coule of minutes.

The Next step would be “How to let site owners know what are resources shared with Everyone… on their sites”.

References

Microsoft Search: country-targeted bookmarks

If you have country-specific content – Microsoft Search allows bookmarks to be configured to pop-up only for users from a specific country.

But it does not work (or works only for US). What is problem? How do we troubleshoot it? How can we simulate user to be located in a specific country?

How does Microsoft define “this user is from that country”. What are the criteria to correlate User <-> Country? Physical IP address? License assigned country? Locale? Browser settings? Azure AD properties?

Any ideas/experience will be appreciated.
Please let me know.

Resources:

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 (*1).
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 entry point in Office 365 and is there an entry point you can search for everything?

Search scopesSharePoint
Search center
SharePoint home
Office portal
Office desktop app
Delve
TeamsBing
SharePoint contentYesYesYes
Teams contentYesYesYesYes
Teams chats(*1)YesYes
Yammer contentYesYesYes
Yammer chat(*1)Yes
User profilesYesYes
Email
(*1) Microsoft announced they are working on bringing conversations (both Teams chats and Yammer) to SharePoint landing page first, then to Office home page.

Detailed:

ScopeOut of Scope
SharePoint Search Center– all sites content
(Teams, Yammer, regular),
– user profiles
– OneDrive
Teams chat
Yammer chat
SharePoint Landing Pagesame as SharePoint Search center
but Teams chats and Yammer Conversations are coming
same as SharePoint Search Center
Office.comsame as SharePoint
(Teams chats and Yammer Conversations are coming after SharePoint)
same 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:

After Microsoft add Teams chats and Yammer conversations to SharePoint landing page search scope (then to Office home page) – it’ll be the best place to search from for everything.

More on Microsoft Search vs SharePoint Search and Microsoft Search RoadMap

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

It is possible customize Modern Microsoft Search pages with PnP Modern Search