SharePoint/O365 Saturday Kansas City: Optimizing Content for Search

1. Welcome to SharePoint/O365 Saturday Kansas City!

2. Thank you SPONSORS! Diamond Gold Web & Prize

3. KC O365 User Group 2nd Monday of every month Water One in Lenexa, KS https://kco365.wordpress.com Next Meeting: 11/11/2019 Microsoft Teams 101 Sharon Weaver

4. 11924 W 119th St Overland Park, KS 66213

5. How did you find that?! Optimizing your content for search This Photo by Unknown Author is licensed under CC BY-NC-ND

6. Sharon Weaver, MOS, BSAC, SSBB Smarter Consulting – CEO Adjunct Professor/Trainer: MS SharePoint, MS Office, BA, Six Sigma, Leadership 20+ years designing, developing, and managing software 13+ years SharePoint experience Six Sigma Black Belt, BSAC Certified sweaver@smarter-consulting.com www.sharoneweaver.com @sharoneweaver

7. How do you find stuff?

8. Organized Systems vs Disorganized Systems • Less stuff! • No duplicates • Recent & Relevant • 1 to 2 levels • Categorized • Clearly identified • Naming conventions • Too much stuff • Many copies • No lifecycle management • Many folders deep • Everything in one place • No standards • No governance

10. Taxonomy/Folksonomy

11. Taxonomy (classify) A way to classify and organize information

12. Folksonomy (tags, behavior)

13. Properties (a.k.a. Metadata)

14. What are properties (a.k.a. metadata)? • Name • Title • Description • Content • Additional Fields

15. What are properties (a.k.a. metadata)? Example • Name – koalamombaby.jpg • Title – Koala mom and baby • Description – A picture of a Koala mom and baby in a tree in Australia • Content – N/A (photo) • Location – Australia • Type of animal – Bear? Marsupial? • Baby – Y/N

16. Metadata (Properties) – How it applies to search

17. Metadata (Properties) and how it applies to search? Ranking! • Everything is given a value (score) that is used by the search engine to determine which items show up where on the search results list. • As content attributes/properties/metadata is added or updated, the score for each item changes based on information and user behavior. • For example: the more users search for a certain term, the higher it shows up on the list of results! • Hint – This is how google makes LOTS of money!

18. How do you “manage” them? (Managed Properties) SP 2016/Online • Create field/column • Wait for it to be crawled • Voila! SharePoint creates a managed property for you  • Manually create a managed property field and value • Create/Manage Query Rules • Create Custom Ranking Model

19. What is ranked?

20. Can I change the ranking model? YES! • Create/Manage Query Rules https://docs.microsoft.com/en-us/sharepoint/search/manage-query-rules • Create Custom Ranking Model https://docs.microsoft.com/en-us/sharepoint/search/create-custom-ranking-model

21. Creating query rules at different levels in a SharePoint Server farm You can create a query rule for a Search service application, a site collection, or a site. The following table shows the permissions that are required to create a query rule in each case, and where the query rule can be used. Levels and permissions for query rules Create/Manage Query Rules? Permissions

22. Create/Manage Query Rules? Examples

23. Optimize your content!

24. How can end users help optimize content? • Create, update, and manage metadata • Don’t rely on folders…use metadata and views instead! • Use managed metadata for common selections • Country, State, Division • Create separate fields/columns for searchable terms • Add common keywords • Avoid scanned documents OR use OCR to digitize content

25. How can end users help optimize content? • Check and update properties within documents • File -> Properties • Fill in descriptions for items such as photos that do not have content associated with them • Make sure Titles contain separate words • 2018FinancialBudget • 2018 Financial Budget • 2018_Financial_Budget

26. THANK YOU!! Sharon Weaver sweaver@smarter-consulting.com www.sharoneweaver.com @sharoneweaver