Tag Archives: Search

Microsoft Search: roadmap and announcements

(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

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)

Targeting bookmarks for the specific audience based on device/OS, 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 spellar) 

promoted results -> bookmarks
acronyms
Q&A 

Graph Connectors… Federation with Azure Cognitive Search

PowerBI search vertical

Custom verticals and custom refiners – coming soon

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:

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 (*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

How to find a public team by name (in Microsoft Teams)

Quick and simple answer: use SharePoint Search center or Microsoft Search, (or Bing if it is integrated).

Detailed explanation on how to find a public Team

In Microsoft Office 365, under MS Teams, there are 3 team types:

  • Private team
  • Public team
  • Org-wide team

Private team: you can only join the team if you are invited or know the team code.
SharePoint site behind the private team is shared only to members – not for everyone. You cannot see team name or description or content until you are team member (details). You are not able to search for the team name or content.

Public team: you can join the public team if you wish. The site behind the public team is shared with everyone except external users, so you can see public team name and description, but from MS Teams (desktop or web application) you cannot see public team content until you are team member.

Org-wide team: you are joined the team automatically (details)

From Teams – you can click on “Join or create a team” and you should be able to see some public teams (but not all):

See how Microsoft describes it – Find and Join a team

There is a “Search teams” box at the top right,
so what if you are looking for a specific public team (not in the list) …

Scenario 1

You know exact team name or at least some first letters.
Solution: You are lucky. Just start typing team name in search bar at top right and hit “enter”- you will see shortened list of public teams matching your search criteria:

NB: do not use wildcards, it will not work:

NB: do not use top search bar, it will not work:

Scenario 2

You want to join a public team, but you do not know exact team name.
You know (or guess) something about the team, like

  • part of the team name
  • part of the team description
  • some keywords from team content files

Unfortunately, in this case both great Microsoft technologies – Search and Team – fail. You will not be able to find a public team:

Solution: use SharePoint search
SharePoint site is created once a team is created.

For public teams – SharePoint site has “Everyone except external users” by default in “Members” group:

which means literally “Everyone except external users” has access to the site with “Edit” permissions.

SharePoint search is security-trimmed, i.e. you will see the site content in search results only if you do have access to the site. So just go to the SharePoint or SharePoint search center and search for what you know or guess about the team:

You can use all the power of SharePoint search (wildcards, refiners, keyword query language KQL etc)

Once you found something – you can go to the SharePoint site:

Now from the site – look at the site name and hover the mouse over the site name – you’ll see pop-up window.
Now you know exact team name – and you can search for the team under Teams,
or, if you are so lucky you see “Join” button – just join the team.click site title or hove over the site title:

One moment – you cannot see team’s chat messages in SharePoint, as chats are kept in Azure. But you can search for chat content after you joint the team.

Somehow both – SharePoint Search and Teams Search are not working against site/team description. Hopefully this bug will be addressed.

You can also search for site Url in teams.
When you create a team – Office 365 generates a short team name (removes spaces and adds numbers if the team name is not unique; e.g. if the team name “Test” you might have “test381” as a short name, but if the team name is “This Is My Unique Team” – short name might be “ThisIsMyUniqueTeam”).
After you can change team name and/or SharePoint site name.
Team search under MS teams work for both names – short name initially assigned (kept as site specific Url) and new team name. But only starting with the beginning of the string.

Related articles:

p.s. Thanks to “Birds of Kazakhstan” for pictures

btw, there is a good video tutorial on how to find a public team in Office 365 using full-text search

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

Search-for-a-crawled-property

Search schema: Search for a crawled property name wildcard

 

If you are managing SharePoint search, specifically if you are customizing SharePoint search schema, especially in SharePoint Online (Office 365) – you know how slow it works and how tiresome it is to “Search for a crawled property name”.

Search-for-a-crawled-property

Recently I found out that wildcard works. No, even two wildcards work

In this example I need crawled property started from ows and contains doc and type:

SharePoint search through crawled properties