office 365 sharepoint search planning

26th of September, 2014, Kyiv

Best Practices for Office 365 Search PlanningJoel OlesonDirector of Enterprise Search StrategyBA Insight@joeloleson


Microsoft’s go-to ISV for Enterprise Search

Focused on Search and SharePoint since 2004

About Joel Oleson• Director of Search

Strategy, BA Insight• First SharePoint admin• Top social media

influencer

Who Am I?

Passionate About• Search• SharePoint • Search-based

applications• Community• Travel

Connect@joeloleson

CollabShow.com

TravelingEpic.com


• Agenda…• Feature Delta in Office 365 vs. SharePoint

2013 On Premises• Enterprise Search Strategy

• Context• Content• Metadata• UX


Who Are You?


Enterprise search projects often fail because they do not meet users’ expectations and do not deliver a remarkable user experience.

Consumer search experience sets a high bar for search user experience

Killer Apps are Search Apps

Office 365 Search What's Missing?

On Premises

SharePoint 2013

Office 365

SmallMedium

Premium

Office 365

E, K, G Plans

Search Connector Framework

On Premises Index

Content Processing

Entity Extraction

Custom Index Schedules

• Manage Result Sources (was search scopes)• Manage and Configure Display Templates• Result Types (Similar to Content Types for Search)• Manage Query Rules• Configure Search Web Parts• Tune Relevancy• Feedback

Search Configuration Management

Office 365 Search Terms

Office 365 Search What's Really There?

On Premises

SharePoint 2013

Office 365

SmallMedium

Office 365

PremiumE, K, G Plans

Continuous Crawl

Refiners Webpart

Hybrid Search

Query Rules

SharePoint 2013 Search Architecture

Content UXCrawlContentProcessing Index

QueryProcessing WFE

API

FAST Search Index

ContentEnrichmentWeb Service

ContentConnectors

RemoteResultSources

Notes: Cannot crawl external content from O365CEWS not available from O365

11

Search Capabilities ComparisonCapability SharePoint Online SharePoint Server

2013

Search over SharePoint Content Yes Yes

People Search Yes Yes

OWA-based document previews Yes Yes

Basic query rules & display templates Yes Yes

Content by Search Web Part Yes Yes

Crawl management No Yes

Search Connectors No Yes

Search Result Sources No Yes

Entity Extraction No Yes

Advanced Search Content Processing No Yes

Advanced Query Rules No Yes

Usage Analytics No Yes

WCM (many features) No Yes

Hybrid Search

Reality…


Agenda

Enterprise SharePoint Search Strategy•Who - Context•What - Content•When – Metadata•Where - Refinement•How - Management


Example Search Strategies

• Departmental/Functional – Intellectual Capital Search

• Universal search – Research based queries

• Intranet search – Docs, Records, and WCM search

• Search based Applications – Catalog, Videos,

• Use search as a platform – Content driven by Search

• Offer search as a service – Delivery platform

• Outsource search

• Hosted search – Search in the cloud. Azure, Elastic search.


Context


Does Context Really Matter?

Eric CartmanStudentColorado

Kim KardashianAuthor “Selfie Book”Los Angeles

Gene SimmonsRock StarLos Angeles

Phil RobertsonSmall Biz OwnerLouisiana Bayou

Parody and Photos characters and brands property of South Park studios, Kim’s Selfie, TLC, and A&E Networks


Context Matters in the Business

Users need to find different information depending on their role , location, responsibility and task at hand

Ente

rpris

e co

nten

t

Marketing Sales ProcurementConsulting Research HR / LegalIT SupportProduction


SharePoint Demo: UCDenver - Context

• http://www.ucdenver.edu/academics/colleges/pharmacy/Pages/SchoolofPharmacy.aspx


Content


Why not just index everything, so I can be like Google.


How much do they actually index?

5.6% 1%1.7%

Size of the Web> 1,000,000,000,000 unique links to pages found Source: Google Blog

http://www.google.com/url?sa=i&source=images&cd=&cad=rja&docid=B707AOgjKaj8NM&tbnid=o78WRIXSFwEmKM:&ved=0CAgQjRwwAA&url=http://blog.valetinteractive.com/2012/07/making-sense-of-google-updates/&ei=p6QRUeyNJ-muiAK3qYHwAg&psig=AFQjCNGLbl_vJscCnJk0bGPa-y7sVy3VJA&ust=1360197159687333

http://www.yahoo.com/

http://www.bing.com/

Anatomy of a Search:

Revenue$59.8 Billion Dollars in 2013

Relevancy3000+ Engineers Tuning Relevancy

Internet search has changed expectations for enterprise search

Tagged100,000+ keywords managed + SEO

ContextualDynamically driven results

SharePoint’s Algorithm is good enough… Right?


Ranking Strategies

Level 1: Authoritative SourcesOfficial Corp, HR Policies, Cafeteria

Holidays, Best Bets, Recommended, etc…Alt Sources: CRM, PeopleSoft, Profiles

Level 3: Work in ProgressSocial & Collab Sources

Team Sites, Social, & Collab, blogsAlt Sources: PFs, eRooms, File Shares,

Level 4: Personal ContentDesktop, My Sites, File Shares, Dropbox

Level 5: Highly ClassifiedSensitive/Do Not Index

Secure Locations… Invoicing, LCA, Financial

Level 2: Published “Polished” WCM, Records, Doc Mgmt, Catalogs

Alt Sources: IIS, Documentum, ICE, KBs

Def

ault

Sear

ch

Rese

arch

Dee

p Se

arch 90% of Searches

>1% of content

5% of Searches10% of content

2% of Searches40% of content

>1% of Searches50% of content


What is an Authoritative Source?

Sponsored Results

They have learned to only index authoritative sources


Metadata & Taxonomy

Classes of Search Users

Technical Expertise

Do

ma

in E

xpe

rtis

e

Highly technical with high domain expertise

High domain expertise but not technical

Not technical and low domain expertise

Low domain expertise but highly technical


Why Enterprise Search Projects Fail…

Rarely able to find relevant data• Research shows minimum of 27 characters is needed for relevancy in the

enterprise• The average search is only 1.2 words

Jakob Nielsen, Prioritizing Web Usability

Successful enterprise search requires users to be precise with an understanding of how to build intricate search queries.


The New Role of Taxonomy – Noise Reduction

Eliminate Noise from Queries


Keyword Search

Expertise in Keywords…• Boolean = AND, OR, and NOT “dogs NOT

cats” • Phrase Searching – “Indoor Soccer”• Natural Language - “What are the battlefields

of the civil war”


UX


Refinement vs. Exploration

http://jeffwongdesign.com/2012/05/refinement-vs-exploration/


Metadata & Taxonomy Demo

• http://www.millikencarpet.com


Management & Maintenance


Regular Maintenance

Continually analyze, gather feedback and tune your search service and index

• Manage Recommend Results• Add Promoted Results for Missing Query• What’s Popular• Term Store• Managed Metadata• Reviewing Reports• Removing “Junk”


Wrap-Up Q&A


Office 365


Hybrid Cloud Adoption Patterns – O365

Search bridges the silos created by cloud adoption ->Adopting Hybrid Cloud is a search project

Split User Split Workload

An organization splitting users within a workload (Exchange or SharePoint) between On-Premises and Online

Users on any of the workloads (Exchange, SharePoint or Lync) in the cloud while using other workloads On-Premises

1 of every 4 EPG customers is licensed for O365, will be 1 of every 3 by June 2014, adopting in two patterns:

Across O365:• Exchange • Lync• Yammer• OneDrive• SharePoint

Within SharePoint:• Mysites• TeamSites• Extranet• Intranet• Focused Sites• Services Farms

http://sharepoint.microsoft.com/en-us/

http://sharepoint.microsoft.com/en-us/


Hybrid Search

On-Premises Office 365

Specs

Metrics

Past Projects

Team Sites

Mysites

User Profiles


Mechanisms: Index versus Federate

• Control relevance and navigation• Control how often the index is

updated• Control what metadata is crawled• Support content

processing/enrichment• Ensure speed of response• Control the load on the source

system

Advantages of Crawling Content Advantages of Federating Queries

• Get at content that you can’t crawl

• No additional capacity requirements for the content index

• Large Crawl processes do not absorb Bandwidth

Note: Federation is only as strong as the weakest link.Generally, index when you can; federate when you can’t

index

• Indexing the Right Content• Setting up permissions properly• Recommended Results• Ranking• Catalog of products and services• Result Sets• Refinement• Preview • Responsive Results

What Really Matters for Getting Good Search Results in Office 365.

• Free Text Queries• Word• Multi word (default will AND words)• Phrase (in quotes)

• Boolean • AND, OR, NOT

• Wildcard Search • search fed*• "micro*" finds documents that contain "Microsoft" or

"microchip"

• Property Search• author:"William Zuckermann“• Filetype:pptx• filename:”search”• title:”search”• Property Operators :=<>..

• Proximity• NEAR• <expression> NEAR(n=4) <expression>• Acquisition AND debt

• Default Search sorted by Relevancy• Keyword Query Language (KQL) to enter advanced

queries directly in the search box, like this:• ("wind farms" OR "solar panels") AND (title:"innovations"

OR title:"technologies")

Search User Tips

office 365 sharepoint search planning

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