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SharePoint Search - PowerPoint PPT Presentation

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SharePoint Search. Mirjam van Olst Information Worker Solutions Macaw. Agenda. Enterprise Search Challenges Microsoft Search Vision SharePoint End-user improvements Knowledge Network Administration Improvements Performance and Capacity Planning Customizing the Search UI

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Sharepoint search l.jpg

SharePoint Search

Mirjam van Olst

Information Worker Solutions


Making Serious Sites

Agenda l.jpg

  • Enterprise Search Challenges

  • Microsoft Search Vision

  • SharePoint End-user improvements

  • Knowledge Network

  • Administration Improvements

  • Performance and Capacity Planning

  • Customizing the Search UI

  • Develop Search Solutions

Enterprise search challenges l.jpg

Enterprise Search Challenges

Making Serious Sites

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Enterprise Search Challenges

People often know more than systems

Information access is controlled

Information is stored in many places and in many formats

Finance Manager

Reviewing a Budget

Business Analyst

Preparing a Briefing

Sales Executive

Responding to an RFP

Microsoft search vision l.jpg

Microsoft Search Vision

Making Serious Sites

Microsoft search solutions l.jpg
Microsoft Search Solutions




Enable professionals to find, use, and share relevant business data quickly, easily and securely

  • Find information across the desktop, intranet and Internet

  • Use information via intuitive, familiar interfaces

  • Share information among teams and connect people in real-time

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Search As an Infrastructure Service

Scenario spectrum

Within-site search– WSS or MOSS

Search-driven business applications - MOSS

Intranet Search – MOSS

Internet point of presence search - MOSS

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SharePoint Server 2007 SKUs

for Internet Sites

Enterprise Edition

Standard Edition

for Internet Sites

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Secure & Manage Your Search Deployment

Control access to information with permissions

Perform standard query time security trimming

Implement custom security trimming

Manage your search solutions

Analyze usage patterns using powerful out-of-the-box reporting

Tune relevance parameters for better results

Control deployment of desktop search with group policies

Scale your deployment

Cluster web front ends, query servers, and index databases

Improve indexing performance with a dedicated index server

Index up to 50 million items per index

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Unlock Unstructured & Structured Data

Find information in unstructured repositories

Find content in web sites, file shares, SharePoint sites, public folders & Notes DBs

Use Protocol Handlers to index content in proprietary repositories

Support any file type with iFilters (over 200 supported formats out-of-the-box)

Use search as an interface for line-of-business systems

Index structured data sources using the Business Data Catalog (BDC)

Customize search results using out-of-the-box Business Data Web Parts

Make results actionable with Business Data Actions

Refine results and save important queries

Refine results using the keyword query syntax

Filter and sort result lists using relevant attributes

Save important queries and subscribe to RSS feeds or email alerts

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iFilters available for lots of different file types for:






ZIP for:

DWG (Looking for Beta users)


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SharePoint End-user Improvements

Making Serious Sites

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Relevance Improvements

  • Best results on first page, every time

  • Enterprise Search is different from Internet Search

    • Far less cross-linking of content

    • Lots of non-Web content: Office docs, line-of-business data, etc.

    • Security is paramount

  • Revamped relevance & ranking engine

    • Extensive collaboration with Microsoft Research, MSN, Windows

    • Algorithms tuned for web and enterprise content

    • New search ingredients

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Relevance Improvements

  • New ingredients added, including

    • Click Distance

    • Anchor Text

    • URL Depth

    • Missing Metadata Creation

    • Automatic Language Detection

  • Result is noticeably more relevant search

    • 100% better on all queries

    • 500% better on common queries

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Influencing Ranking

  • Best Bets

  • Additional Metadata

  • Authoritative Sites

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Enhanced User Experience

  • Simple yet powerful user interface

    • Query correction – “Did you mean?”

    • Hit highlighting

    • Duplicate Collapsing

    • Alerts

    • RSS Feeds

    • Security-trimmed search results

    • Actionable results through integration with Microsoft Office applications, Windows Desktop Search, Live Communication Server

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Enhanced Search Center

  • Search Center

    • Web part-based query and results pages

    • Many options for customization

  • Search tabs

  • OOB Search Web Parts

    • Search Box

    • Search Core Results

    • Search Best Bets

    • Search High Confidence Results

    • Search Statistics

    • Search Paging

    • Search Action Links

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Anatomy Of Results Page UI









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Use of Search functionality in MOSS

  • Content Query Web Part

  • Login Name and Display Name

  • My Team Sites Web Part

  • My Links

  • Colleague Tracker Web Part

  • Alerts

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Search Center

The Search Center,

the home for Enterprise Search

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Business Data SearchSearch data, not just documents

  • Information in LOB systems is often hard to access

  • MOSS 2007 can bring that data to your users

    • Data is accessed through the Business Data Catalog

    • Exposed to many features in SharePoint

  • Search can easily index the data

    • No need to write code

    • Highly customizable results

    • Integrated with scopes and search center

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Find People and Expertise

Getting your job done means working withthe right people

Build rich personal profiles

Customize personal profile attributes

Manually update profile information

Automatically populate profiles using AD, LDAP directories, or LoB systems

Publish personal profiles using SharePoint My Sites

Create personal portals

Share files, links, and other useful information with others

Control access to information using security and privacy controls

Identify people who can help => Knowledge Network

Find people based on keyword matches with SharePoint personal profiles

Find “in-common” connections—managers, memberships, and colleagues

Group results by social distance and filter by common attributes

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Making Serious Sites

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Knowledge Network

Making Serious Sites

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Knowledge Network

  • Knowledge Network Overview

  • Client Profile Creation

  • SharePoint Server Integration

  • Privacy and Anonymous Brokering

  • Deployment and Administration

  • Extensibility

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Knowledge Network is software for enterprise social networkingthat helps users collaborate more effectively by automating the discovery and sharing of undocumented knowledge and relationships

Who knows whom?

Who knows what?

Better Decisions

More Quickly

What is Knowledge Network?

Expertise Location


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Why Is Microsoft Creating KN?

  • Three Core Beliefs

    • Most information is undocumented

    • It’s difficult to connect to the right person

    • “Weak ties” deliver significant value

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Documented Knowledge





Core Belief #1

Most knowledge is undocumented

  • Employees are more likely to turn to colleagues for information*

  • Not stored in documents

  • Notstored in databases

  • It’s Stored in peoples’ heads

Source: Delphi Consulting Group

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Core Belief #2

It’s difficult to connect to the right person

  • Finding the right person often involves a referral by an intermediary

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1 Degree

Your Inner


2 Degrees

Their Extended


3+ Degrees

Their Extended


Core Belief #3

“Weak ties” deliver significant value

  • People in our inner circle know basically the same people and the same things that we know

  • People that they know have connections that we don’t have

  • By leveraging “weak ties” we can learn about new opportunities, share new ideas or meet a new person or group of people

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The KN Solution

  • People ResultsRanked by

    • Social distance to seeker

    • Expertise and relationship relevance

  • SeekerSearches for people

    • Who knows what

    • Who knows whom

Publish ProfileIncremental updates

Publish ProfileIncremental updates

  • KN ClientAnalyzes email to create profile of

    • Keywords

    • Colleagues

    • External Contacts

  • KN ClientAnalyzes email to create profile of

    • Keywords

    • Colleagues

    • External Contacts

  • KN ServerAggregate profiles

    • Expertise information

    • Social network

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Privacy Concerns

Striking the Right Balance

  • The goal is to strike the right balance between Utility, Simplicityand Privacy

    • Utility is how useful will this software be to me?

    • Simplicity is how easy will this software be to install, upload, maintain and use?

    • Privacy is how much personal information will this software reveal and how much control do I have?

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The Simple Privacy Model

  • Notification

    • Communicate steps of the profile creation and publishing process

    • Customers can expose privacy policy in the client profile wizard

  • Control

    • User can choose which items to include/exclude

    • User can choose from 5 levels of privacy to apply to each profile item to control who is allowed to view that information on the server

    • Administrators can configure the default operation of the client, including opt-in/opt-out and the default privacy visibilities for profile items

    • Administrators can determine which aspects of the product functionality to leverage including external contacts, anonymous results, and DL keywords

  • Consent

    • KN sends no data to the server before the user has approved it

      • Caveat is keywords associated with “public” Distribution Lists – aggregated into DL profiles on the server

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Top Customer Questions…

  • Why client-side mining?

    • Privacy – Nothing leaves user’s machine until they “publish”

    • Access to information – PSTs, future data sources

    • Distribute the processing

  • Why not mine sources other than email?

    • E-mail is by far the richest and most pervasive source today

    • Calculating strength across different data sources adds complexity

  • How long does analysis take?

    • Depends on a number of factors

      • On the amount of email and unique contacts

      • On disk performance, RAM, and CPU

      • User activity – since analysis process runs at low priority

Client profile creation l.jpg

Set Data Sources

Outlook folders to analyze

Import Outlook contacts

Import Instant Messaging contacts

Select Information

Run Analysis

Review Profile

Publish Profile

Client Profile Creation

1. Sync

Read each email

Capture key “interaction data” in MDB

Read in contacts from Outlook and IM clients

Sync Colleagues from SPS profile

2. Contact Resolution

Lookup contacts against GAL (MAPI)

Internal or external?

Is it a DL? Discard

Capture key properties

3. Update

Aggregate counts

Check thresholds

Calculate strength

4. Recommendation

“Exclusion lists”

Special rules

Limits applied

Organization name mapping for External Contacts

KNClient.log file and MDB files

C:\Documents and Settings\<user>\Local Settings\Application Data\Microsoft\Knowledge Network

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SharePoint Integration – Overview

Extract and Publish

People Profiles

Index and Search

AD propertiesDL memberships

Active Directory


KN Client MDB

KeywordsColleaguesExternal Contacts

Search Center

- Find People -

Manually enter Interests,Skills, Responsibilities, etc

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SharePoint Integration – Data

KN Client Data



External Contacts





Publish KN Data to Server

KN ProfileManagementWeb Service

KN Data

KN Data

Keywords (public)


Keywords (non-public)

External Contacts

SPS User Profiles

KN Store

Crawl from SPS

AD property changes

SPS property changes

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SharePoint Integration – My Site


External Contacts


Profile Detail Tabs

KN MemberIndicator

Keywords Property

  • Summary of public keywords

Keywords In Common

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  • Request Deleted

  • Brokered E-mail

Anonymous Brokering

  • Seeker Initiates Search

  • Anonymous Results

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Client Deployment

System Requirements

  • Windows XP SP2 or Vista

  • Office 2007 or 2003

    • Strongly recommend “Cached Exchange Mode”

  • Exchange 2007 or 2003

    • With Active Directory

  • .NET Framework 2.0

Configuration Options

  • Client policies (GPO)

    • Update interval

    • Recommendation limits

    • Default “Show To” privacy

    • Opt-in/out first experience

    • Anonymous brokering

    • Retention “clean up”

  • Custom privacy policy

  • KN Server settings

    • Organization mapping

    • Exclusion lists

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Server Deployment And Admin


  • Leverages Office Server 2007 administration, provisioning, and deployment infrastructure

Administration Options

  • View and manage jobs

  • User management

    • Manage KN “members”

    • Manage External Contacts

  • Client configuration

    • Organization mapping

    • Exclusion lists

  • Server statistics

  • E-mail templates

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KN Extensibility

  • Client-side

    • Managed API exposing data in KN DB

    • Retrieve user Keywords, Colleagues, and External Contacts

  • Server-side

    • Web service exposing a full-fledged query language for expertise/social network people search

      • Can go beyond UI scenarios – e.g., multi-target queries

    • Web service to retrieve (read) and augment (write) profile data

      • Bootstrap the profile or add custom keywords and contacts

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Making Serious Sites

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Search Administration

  • Design goals

    • Address SPS 2003 admin UI pain points

    • Unify WSS and MOSS search

    • Enable full programmability via the OM

    • Even better scalability and performance

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Improved Admin & Management

  • Consistent search system across WSS and SPS

  • Revamped indexing management

    • Simpler UI

    • Better indexing logs

  • Flexible scoping

    • Scopes decoupled from content sources

    • Simple and compound scopes

  • Schema

    • Map foreign schema into search system

    • Streamlined UI

  • Query and Result Reporting

    • Get visibility into user search behavior

    • Logging for more detailed custom reports

  • Best Bets

    • Editorial results for specific queries

    • Streamlined UI

  • Continuous propagation

    • Indexed content is immediately searchable

  • Updated object model and APIs

    • Custom tools and services

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Indexing Management

  • Streamlined experience and more control

  • One index per shared service  no needto worry about managing discrete indexes

  • Multiple start addresses per content source

  • MOSS indexes can drive the WSS search experience

    • Allow upgrade from WSS to MOSS

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  • Query-time security trimming in SPS 2003

    • File shares, WSS/SPS 2003, Exchange, Lotus Notes(via mapping)

  • Now support pluggable authenticationfor content in WSS/MOSS sites

    • Based on ASP.NET 2.0 model

  • Minimum required crawler permission is nowjust Full Read, not administrator

    • Still provides the same security trimming functionality

  • Ability to remove Single Items

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  • Search in your company is different

    • Different metadata might matter

      • Documents: Title, Author, File location, size

      • Records: Patient, Doctor, Healthcare provider, SSN…

    • How users meaningfully scope searches differs

      • “All finance documents”

      • “All patient records”

      • “All published documents”

  • Customize results to “pop” metadata that matters

  • Customization offered at many levels

    • Webparts, XSLT/CSS, full object model…

    • SDK available

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Search Administration

Adding a tab

Customizing the Search results

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Query Reporting

  • Best way to improve searchis to understand current usage

  • New out of the box usage reporting

    • Query volume trends, top queries, click through rates, queries with zero results, etc.

    • At both site and service provider levels

    • Export data for extended reporting in Excel

    • Respond to feedback with configuration changes or editorial results

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Performance and Capacity Planning

Making Serious Sites

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Performance Improvements

  • Key new features make the crawls faster so the content is fresher

    • More efficient SharePoint Crawling(Change Log Crawl)

    • Continuous Propagation

    • Unified WSS and MOSS search

    • Security Change Only Crawl

  • Maximum scale is 10s of Millions of documents per indexer

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Search Performance Planning

  • Key learnings

    • Think about freshness goals, change rate

    • Evaluate remote server responsiveness

    • Upgrade WSS 2003 sites to WSS 2007 sites to index them faster

    • Balance results freshness with load on servers

    • In most cases, your search index is on one server

  • Scale strategies might include

    • Dedicated WFE for crawling

    • Separate indexer machine

    • Separate SQL DB for Search

    • Fast disk for SQL, fast CPU for Indexer, more memory

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Making Serious Sites

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Customizing the Search UI

Making Serious Sites

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Search UI Programmability

  • Easy and powerful:

    • Customize using web part properties

    • Customize using XSLT, XML, and script

      • Manipulate URL parameters

    • Build web parts and apps using the query OM

      • keyword and SQL syntax

    • Remote apps using the query web service

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Customize UI With XSLT

  • Web part property specifies query columns

  • Search web parts get results XML

  • Web parts apply transform to XML nodes

  • Search page URL parameters enablequery manipulations

  • Appropriate for scenarios requiring

    • Change results layout, look and feel

    • Keyword syntax queries

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Properties must have been added as Managed Properties

XSLT uses them for display or logic

Use the core search results web part 'Columns' property in the tool pane:

Specify Properties To SELECT



<Column Name=“ShirtSize”/>

<Column Name=“ShirtColor"/>

<Column Name=ShirtImage"/>




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Displaying Custom Properties

<xsl:call-template name="DisplayString">

<xsl:with-param name="propval" select=“ShirtSize">

<xsl:with-param name="proplabel“>Shirt Size:








<xsl:if test='string-length($propval) &gt; 0'>

<xsl:value-of select="$proplabel" />

<xsl:text> </xsl:text>

<xsl:value-of select:"$propval"/>


Property filtering l.jpg

Pivot or drill-down on a property to offer different queries

Construct URL, re-post to page withnew query

Property Filtering

<xsl:template name="DisplayPivot">

  <xsl:param name="value" />

  <xsl:param name="fieldname" />

  <xsl:param name="label" />

  - <a href="http://co-113/Search/Pages/results.aspx?k={$fieldname}%3a{$value}">

<xsl:value-of select="$value"/>

<xsl:text> <xsl:text>

<xsl:value-of select="$label"/></a>


Property filtering71 l.jpg
Property Filtering

<xsl:call-template name="DisplayPivot">

  <xsl:with-param name="value" select="fileextension"/>

<xsl:with-param name="fieldname">



<xsl:with-param name="label">




Keyword syntax l.jpg

Established search UI element


monty -actor:"John Cleese"

monty -actor:John

same-property clauses are ORed

Equality only, prefix or exact phrase match

And / Or / Not / Phrase

"chocolate covered" -frog

No elaborate groupings



Keyword Syntax

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URL Request Parameters

  • Content

    • results.aspx?k=fish

  • Scopes

    • results.aspx?k=fish&s=BBC

  • Sort

    • results.aspx?v=date

    • results.aspx?v=relevance

  • Page

    • results.aspx?start=21

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Develop Search Solutions

Making Serious Sites

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Use query OM:

To build custom search UI web parts

To have direct access to query and results properties

When you need to manipulate results on the server

Same flow, keyword or SQL syntax

Set up query text and options


Retrieve a set of IDataReader objects

Using The Query OM

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'ResultsTableCollection': IDataReaders

Custom properties provide information on query and query execution

One table for each requested result type





Process Results

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Two query methods:


Research and Reference Service-compatible XML

Use in the Office Research pane


Returns .NET DataSet

Full set of result types, features

Using The Query Web Service

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Customizing With XSLT

Putting it all together

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Making Serious Sites