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Creating a Custom Search Solution Explain how to plan a search system and describe the requirements for crawling Microsoft Exchange Server public folders.. Overview Expanding Search Opt

Contents

Overview 1

Creating a Custom Search Solution 6

Review 26

Module 14: Site Server Integration

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Project Advisor: Janet Wilson

Project Lead and Instructional Designer: Anne Bockman (Excell Data Corporation)

Instructional Designers: Josh Barnhill (Volt Technical) and Jo Berry (Exchange)

Lead Program Manager: Greg Bott

Program Managers: Colleena Carr and Chris Boar (Intl Vendor)

Graphic Artist: Andrea Heuston (Artitudes Layout and Design)

Editing Manager: Lynette Skinner

Editor: Jennifer Kerns (S&T Onsite)

Copy Editor: Shari G Smith (R & S Consulting)

Online Program Manager: Arlo Emerson (Aditi)

Production Support: Irene Barnett (Barnett Communications)

Manufacturing Manager: Bo Galford

Manufacturing Support: Mimi Dukes (S&T Onsite)

Development Services: Kimber Dodge

Lead Product Manager: Mary Larson

Group Product Manager: Robert Stewart

Instructor Notes Module 14: Site Server Integration

This module provides students with an understanding of the architecture and capabilities of Microsoft® Site Server Search At the end of this module, students will be able to describe the purpose, components, and requirements of Site Server Search; plan and create catalog definitions; and add search

functionality to a collaborative application

Materials and Preparation

This section provides you with the materials and preparation needed to teach this module

Materials

To teach this module, you need the following materials:

Microsoft PowerPoint® file 1593a_14.ppt

Module 14, “Site Server Integration”

Preparation

To prepare for this module, you should:

Read all the materials for this module

Read the instructor notes and margin notes for the module

Presentation:

45 Minutes

Module Strategy

Use the following strategy to present this module:

Expanding Search Options Provide an overview of Microsoft Site Server and of search concepts Explain the architecture of Site Server Search

Creating a Custom Search Solution Explain how to plan a search system and describe the requirements for crawling Microsoft Exchange Server public folders Explain how to plan catalog definitions and catalogs that include messages and database records Describe how to create and configure catalog definitions

Building Search Pages

Explain how to use Query objects and how to collect search criteria from

users

Overview

Expanding Search Options

Creating a Custom Search Solution

Building Search Pages

At the end of this module, you will be able to:

Explain the purpose and architecture of Site Server Search, a component of Microsoft® Site Server version 3.0

Plan a search system that can crawl Microsoft Exchange Server public folders Plan, create, and configure a catalog definition

Use script, the Query object, and Active Server Pages (ASP) to create a

search page that collects search criteria from users

In this module, you will learn

about how to use Site

Server to define and build a

search catalogue that you

can access from within your

collaborative application

Expanding Search Options

Site Server Overview

Search Concepts Overview

Site Server Search Architecture

As the Internet and information technology have made it easier to generate and store vast amounts of information, some organizations face the problem of information overload For example, in many corporations, workers can receive information from such sources as Internet newsgroups, list servers, Web page updates, and discussion groups Although the availability of information and the accumulated knowledge helps users make better decisions, it also forces them

to spend more time sifting through information to find the relevant bits and pieces they need for their job Users can spend less time sifting and more time analyzing information if corporations enable them to search across multiple, indexed data sources

Microsoft Site Server and Microsoft Exchange Server can perform many functions within an organization, including providing the infrastructure that enables organizations to use collaborative applications that access a variety of internal information sources:

Site Server provides features for full-text indexing, searching, and delivering information

Exchange Server provides the collaborative infrastructure and functionality that enable you to create Internet newsgroups, threaded discussions, customer contact databases, and custom collaborative applications

Slide Objective

To outline this topic

Lead-in

By incorporating Site Server

and Exchange Server, your

collaborative application can

access a variety of

information within an

organization

Site Server Overview

Collects and deliversinformation from multiplesources; also analyzes sitestructure and site usage

Enables siteadministration team

to submit, approve,and publish sitecontent

Publishing

Catalogs Web sites,Exchange Serverfolders, file servers, anddatabases for

collaborative application

Site Server Functions

The categories of Site Server functions include:

Publishing functions Site Server includes tools that allow site

administrators—or designated users, such as content authors—to submit, approve, and publish Web content

Search functions Site Server indexes documents that are located in file

systems, Web sites, Open Database Connectivity (ODBC) databases, and mail servers, such as Exchange Server

Delivery functions Site Server collects information from multiple sources

and uses Hypertext Transfer Protocol (HTTP) to deliver information to Web browsers Site Server also enables site administrators to analyze the

structure and usage patterns of Web sites

Site Server can also implement content tagging, a structured site vocabulary that authors use to classify the content they create and specify key words for the document When used in conjunction with the knowledge-management

capabilities of Site Server, these tags enable users to find information easily

Slide Objective

To describe the main

functions of Site Server

Lead-in

Site Server includes

features that enable

publishing, searching, and

delivering information

through Web browsers

Search Concepts Overview

Views Results

Crawls Web Sites, File Systems, Exchange Folders, and Databases

Search Engine

Submits Queries

The most efficient way to use Site Server Search is to build searchable document catalogs, which are indexes that contain information about documents, including key words and the location of each document Catalogs can index many types of documents, such as Microsoft Word documents, e-mail messages, text files, Hypertext Markup Language (HTML) documents, and Microsoft Excel spreadsheets

With Site Server Search, you can build a catalog from documents found in different places throughout a company’s file systems, Web servers, ODBC databases, e-mail servers, and document management systems

Slide Objective

To depict how Site Server

Search gathers information

from various sources and

makes it available to users

through a search server,

Web server, and browser

Lead-in

You can use Site Server

Search to gather and index

information

Site Server Search Architecture

Crawls

Views Results

HTTP Server File System

Compiles

Catalog

Catalog

Submits Queries

Propagates

Catalog Definition

Search Server Build Server

Before learning about adding search functionality to a collaborative application, you should understand how Site Server Search finds information in various sources, indexes the information in catalogs, and searches those catalogs to quickly find documents

Finding, Indexing, and Searching Information

To locate information, Site Server Search performs the following functions:

Crawls Site Server Search gathers content by using the build server to

perform a crawl (a methodical examination) of files located on the Web

servers, file systems, public folders, and ODBC databases that you specify Site Server Search creates a transaction log documenting all crawls

As Site Server Search gathers content, it extracts either full text or attributes from the documents it finds, depending on your choice Attributes of documents can include author, key words, and creation date

build server

propagates the completed catalog to a search server, where it is available for search queries

Slide Objective

To depict the architecture of

Site Server Search

Lead-in

Site Server Search is a

component that enables you

to find, index, and quickly

search for information

Creating a Custom Search Solution

Planning a Search System

Requirements for Crawling Exchange Server Public Folders

Planning Catalog Definitions

Planning Catalogs to Include Messages and Database Records

Creating Catalog Definitions

Configuring Catalog Definitions

Creating a useful search system for your collaborative application requires careful planning Before you begin planning, you should understand how to extract information from public folders, how to create and configure catalogs, and how to develop a search page

Slide Objective

To outline this topic

Lead-in

The process of creating a

custom search solution for

your collaborative

application includes steps

for planning, creating,

configuring, and developing

various components of the

system

Planning a Search System

Build Server

• Rapidly Changing Content

• Geographically Dispersed Servers

Search Server

• High Query Value

• Fault Tolerance

Search Server

Build Server

• Low Query Volume

• Infrequent Changes

• Non-Critical

Search Server

Build Server

Search Server

Build Server

Search Server

Build Server

Search Server

You can configure a search system in many ways Your choice will affect network resource usage and depends on factors such as query volume, the frequency of change, and the geographical dispersion of servers

Deciding Whether to Use One or Multiple Servers

When planning the configuration of a search system, you need to decide whether to use one server for both building and searching catalogs or whether

to use multiple servers It is useful to consider the following three options

Option 1: Single Server for Building and Searching

Implementing one server that both builds and searches catalogs accommodates

a low volume of users making queries, when changes to the catalog will be made infrequently, and when the search system is not a critical element of your collaborative infrastructure

Option 2: Single Build Server with Multiple Search Servers

Implementing multiple search servers is useful for accommodating a high volume of users making queries and when implementing a search system that requires a high degree of fault tolerance In addition, search systems in which one server is dedicated to building catalogs and several servers are dedicated to searching catalogs perform with greater speed

Option 3: Multiple Build Servers with Multiple Search Servers

Implementing multiple catalog build servers is useful when accommodating rapidly changing content that you want to crawl frequently (for instance, Exchange Server public folders) or when you have a network of geographically dispersed servers—for example, in a situation with several branch offices

Slide Objective

To provide examples of

server configuration options

Lead-in

You can configure your

search system to use one or

more servers for building

catalogs and one or more

servers for searching

catalogs

Changing the Configuration After Implementation

Although Site Server Search allows you to change the configuration of your search system after implementing it, you should consider the effect any change will have on the speed of your network For example, if you have implemented

a search system in which one server handles both build and search functions, adding search or build servers will increase message traffic on your network

Setting Resources Usage

On each server, you can set the resource usage separately for building and searching catalogs For servers dedicated to one task, you can increase the resource usage specifically for that task Or, for servers that perform both tasks, you can divide the resource usage accordingly

Setting Administrator Accounts

Each server in a search system must have an account with administrator privileges and be a member of the Search Administrators, Knowledge Administrators, or Site Server Administrators permissions group within Windows NT Server

Conserving Network Bandwidth

Generally, you can conserve network bandwidth by placing catalog build servers close to the geographic location where documents are stored and placing the search servers close to the geographic locations from which users will search

Requirements for Crawling Exchange Server Public Folders

Exchange Server Requirements

Outlook Web Access Requirements

Outlook Requirements

Site Server Search can crawl Exchange Server public folders to include e-mail messages and their attachments in catalogs When users search these catalogs, they can click a hyperlink on the results list and view the message or

attachment Messages can be viewed by using either Microsoft Outlook Web Access or Outlook 2000

Exchange Server Requirements

By default, Site Server Search is configured to catalog and search for messages

on a single computer running Exchange Server version 5.0 or later

If you install both Site Server and Exchange Server on the same computer, you must install Exchange Server version 5.5 Service Pack 1

All public folders that you want to catalog and search must be hosted on the computer running Exchange Server or on another server in the same site With some additional limitations, you can search public folders that are hosted in other sites, either by creating replicas in the local site or by accessing the other

site over a network through site public folder affinity Public folder affinity is a

property of the site object that represents the order in which clients make connections to public folder servers in other sites to view public folder contents Public folder affinity is a cost value assigned per site between the other sites

Outlook Web Access Requirements

You can configure Site Server Search to allow site visitors to access public folder messages by using a Web browser through Outlook Web Access To do

so, your search system must include an Outlook Web Access server, which is a Windows NT Server computer running Internet Information Server and ASP The Outlook Web Access server does not have to be running on the same server that is running Exchange Server You can install Outlook Web Access server from the Exchange Server 5.5 (or later) compact disc The Exchange Server connected to the Outlook Web Access server must be version 5.0 or later

Slide Objective

To list the requirements for

crawling Exchange Server

public folders

Lead-in

You should understand the

Exchange Server, Outlook

Web Access, and Outlook

requirements for crawling

Exchange Server public

folders

Note

Outlook Requirements

You can configure Site Server Search to allow site visitors to access public folder messages by using Outlook In this case, the user’s computer must be running either the Microsoft Windows® 95 or Microsoft Windows NT 4.0 (or later) operating system In addition, the computer must be running Outlook version 8.03 (Outlook 97) or later and Microsoft Internet Explorer version 3.0

or later

Planning Catalog Definitions

.doc html gif

What? Where?

Start Address

Catalog

How Many?

Catalog

Catalog

How?

Administrator

Each catalog requires a catalog definition A catalog definition contains the

instructions and parameters for building the catalog and is stored on the server that builds catalogs Catalog definitions also specify the locations from which Site Server Search gathers documents for the catalog and stores the completed catalog

Factors to Consider When Creating a Catalog Definition

When creating a catalog definition, you must consider several factors, including:

will be queried together in a single catalog—for instance, all documents related to a project or set of projects

type of information to store in each catalog

tagged documents in a catalog can greatly improve search speed

address—where the crawl begins—can be a page on a Web site, a directory path on a file system, or an Exchange Server public folder For example, when crawling Web sites, choose a central Web server linked to other servers as a start address Sometimes a single start address is enough, but you might need to specify more than one start address

Hit frequency Determine whether to adjust the site hit frequency for

external sites you want to crawl and whether any sites might object to a high frequency of requests By default, Site Server Search requests up to five documents at one time

Slide Objective

To present some of the

main considerations when

planning catalog definitions

Lead-in

You need to consider

several factors when

planning catalog definitions

Restricting the crawl Determine whether to set site rules that limit which

sites or paths are crawled For example, you can prevent an intranet crawl from reaching the Internet You can also restrict the crawl to certain paths

on a site or prevent a crawl from reaching certain sites

Specifying file types and protocols You can specify which types of files you

want to crawl and which protocols to use for crawling For example, you could use two different protocols—HTTP or file system access—to access Office documents

known as Uniform Resource Locator (URL) mapping, is an advanced option that gathers information from one location and displays it to your site visitors from another location

For example, Site Server Search can crawl an internal staging server but enable users to access the files from an external site Site Server Search can also crawl files in a file system but enable users to access the files from a Web site The latter choice preserves Windows NT Access Control Lists (ACLs) for files

File properties Decide which file properties to store in catalogs and the

type of information to display to site visitors when they search the catalog Properties that can be cataloged and displayed to users include the

document’s title, author, and size

For each catalog definition, there is a corresponding catalog schema, which identifies the properties to include in the catalog and the noise word files to use (Noise word files contain a list of words—such as an and the—that Site Server Search ignores when it crawls files.) The master schema is the

default schema for all catalogs built on that host You can customize the master schema You can also customize the schema for each catalog, as needed

catalogs, which types of builds to schedule, and how frequently to build catalogs

and if so, determine which servers should store copies of which catalogs