Tài liệu Module 7: Searching for Content docx

After completing this module, students will be able to: Discuss the three search options in Microsoft® SharePoint™ Portal Server 2001, use the two Search Web Parts to perform simple and

Optimizing Search Performance and

Administering Search Features 14

Multimedia: The Search Process 18

Lab A: Searching for Content 28

Review 37

Module 7: Searching for Content

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Instructor Notes

This module introduces students to planning a search strategy, conducting

searches, and creating and editing indexes for searching

After completing this module, students will be able to:

Discuss the three search options in Microsoft® SharePoint™

Portal Server 2001, use the two Search Web Parts to perform simple and advanced searches, and apply various techniques for maximizing search results

Explain the processing steps that are performed on a search query as it is passed to the index, discuss how to optimize search performance by setting the query time-out and setting the maximum number of search results, and configure Best Bets, the thesaurus, and noise word files

Materials and Preparation

This section provides the materials and preparation tasks that you need to teach this module

Required Materials

To teach this module, you need the Microsoft PowerPoint® file 2095a_07.ppt

Preparation Tasks

To prepare for this module, you should:

Read all of the materials for this module

Practice the recommended demonstration

View the multimedia presentation

Complete the lab

Demonstration

This section provides demonstration procedures that will not fit in the margin notes or are not appropriate for the student notes

Searching and Search Results

To prepare for the demonstration

• Ensure that the classroom has been set up according to the Classroom Setup Guide for Course 2095A, Implementing Microsoft® SharePoint™

Multimedia Presentation

This section provides multimedia presentation procedures that do not fit in the margin notes or are not appropriate for the student notes

The Search Process

To prepare for the multimedia presentation

• Ensure that you have the Trainer Materials compact disc with the 2095_search media file

Module Strategy

Use the following strategy to present this module:

Performing Searches by Using the Dashboard Site Explain that users searching for content by using the dashboard site have three options: browsing through folders, browsing through categories, and using the dashboard site Search feature Then, explain which option is best for readers, authors, and coordinators

Describe how to use the Simple Search Web Part and the Advanced Search Web Part to perform searches, and then describe the search scope options that are available in each Show the students how the search results are displayed in the SharePoint Portal Server Search page and how to sort search results

After the students understand the search options and how to perform searches, demonstrate folder browsing, category browsing, and using the dashboard site Search feature Finally, discuss the simple techniques that students can use to maximize search results

Optimizing Search Performance and Administering Search Features Provide a high-level overview of the search process by discussing the processing steps that are performed on a search query as it is passed to the index, and then present the media piece about the search process Explain how to optimize search performance by configuring workspace settings, and then explain how to configure Best Bets, the thesaurus, and noise word files

Customization Information

This section identifies the lab setup requirements for a module and the configuration changes that occur on student computers during the labs This information is provided to assist you in replicating or customizing Training and Certification courseware

The labs in this module are also dependent on the classroom configuration that is specified in the Customization Information section at the

end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®

SharePoint™ Portal Server 2001

A thesaurus entry is created that creates an association between the words

“blue” and “aqua.”

Important

Overview

Performing Searches by Using the Dashboard Site

Optimizing Search Performance and Administering Search Features

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The search features of Microsoft® SharePoint™ Portal Server 2001 allow users

to search for information across multiple sources in both internal workspaces and external sources The dashboard site offers various methods of searching so that users can optimize results by matching the search method to the type of search they are performing The search technology that is built into SharePoint Portal Server also allows administrators to customize search configurations for optimum performance

After completing this module, you will be able to:

Discuss the three search options in SharePoint Portal Server, use the two Search Web Parts to perform simple and advanced searches, and apply various techniques for maximizing search results

Explain the processing steps that are performed on a search query as it is passed to the index, discuss how to optimize search performance by setting the query time-out and the maximum number of search results, and configure Best Bets, the thesaurus, and noise word files

In this module, you will learn

about planning a search,

conducting searches, and

creating and editing indexes

for searching

Performing Searches by Using the Dashboard Site

SharePoint Portal Server Search Options

Using the Dashboard Site to Perform Simple and Advanced Searches

Viewing Search Results

Improving Search Results

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The dashboard site offers authors, coordinators, and readers various methods that they can use to locate content based on their knowledge of the file system

in the workspace, the general subject of the topic, and any keywords associated with the topic Users can perform advanced search requests on the dashboard site and manipulate the results that are returned to efficiently find the data they are looking for

Topic Objective

To outline this topic

Lead-in

The topics in this section

describe how to run

searches and create custom

search queries, and explain

how a search query is

processed

SharePoint Portal Server Search Options

Documents MIS Product Development Clothing Materials Outdoor Equipment Sales

Folder Browsing

Folder Browsing

Casual Clothing Outdoor Products Outerwear Technologies

Casual Clothing Outdoor Products Outerwear Technologies Materials Cotton Synthetics Wool Processes

Categories

Category Browsing

Category Browsing

Using the Dashboard Site Search Feature

Using the Dashboard Site Search Feature

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Users who are searching for content by using the dashboard site have three options:

Browsing through folders

Browsing through categories

Using the Search feature on the dashboard site Security is applied to all three of these options based on the role of the user For example, when a user browses categories, only those documents that the user has permission to read are displayed in the results The search method that the user chooses depends on the user role and the search requirements

Folder Browsing

Authors and coordinators may search for content in the workspace because they may have some knowledge of the file structure of the workspace Users can browse through the workspace folder hierarchy through the dashboard site or the Web folder view of the workspace file structure Using this method reveals only internal documents in the workspace and will not give a user access to external content

For authors and coordinators to find documents that are saved, checked

in, checked out, or pending approval but have never been published, they must use folder browsing

SharePoint Portal Server

provides three options for

finding content on the

dashboard site

Delivery Tip

The search method is

associated with user roles

and requirements By

incorporating multiple

search methods, SharePoint

Portal Server meets many

search requirements

Note

Category Browsing

Browsing through categories is a reader-oriented approach to searching workspace content Category browsing is a good place to start for users who are unsure of what they are looking for and who are unfamiliar with the file

structure of the workspace Category browsing is available on the dashboard

site and in the Web folder view of the workspace When you open a category, a

list of all the documents that are associated with the category, and any subcategories under it, are displayed Categories can contain both internal content in the workspace and external content in crawled sites For this method

of browsing to be most effective, authors and coordinators must associate content with the correct categories

The Dashboard Site Search Feature

Using the dashboard site Search feature requires no familiarity with the folder

or category structure being used, and searches on the dashboard site can span all internal and external content sources Users with little knowledge of the

structure of the workspace content can use the dashboard site Search feature to get complete search results Search queries can return a list of matching categories that contain one or more of the search terms as keywords for the category Search queries can also return a list of external and internal documents that match the search criteria

Searching with the dashboard site and category browsing displays only published documents even if the user has permission to see the draft document

Note

Using the Dashboard Site to Perform Simple and Advanced

Searches

Advanced Simple

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The SharePoint Portal Server dashboard site contains two Web Parts for performing searches: the Simple Search Web Part and the Advanced Search Web Part

Using the Simple Search Web Part

The Simple Search Web Part provides a drop-down list for selecting search scopes and a box for entering search terms This Web Part appears on various dashboards, such as the Categories dashboard and the Document Library dashboard Search scopes identify a particular subset of a workspace or external content The default search scope is This site, which encompasses all internal and external content Users can limit their searches to a particular scope by selecting it before running the search query Based on the dashboard site that the Search Web Part is launched from, users will have several scope options to choose from

Topic Objective

To illustrate that there are

many options available in

the SharePoint Portal

Server Search user

interface

Lead-in

The SharePoint Portal

Server dashboard site

contains a Web Part with

two views for performing

searches: the Simple

Search and the Advanced

Search pages, which are

accessed by clicking the

Simple search or Advanced

search link to the right of the

search bar

Delivery Tip

If the search interface does

not have the ability to

perform a specific query,

such as enabling users to

use wildcard characters like

* and %, you can build

custom solutions and Web

Parts by using the existing

architecture of SharePoint

Portal Server

The Simple Search Web Part drop-down list includes the following search scope options:

This site Enables you to search all of the public documents and content

sources on the dashboard site This is the default search scope

These results Enables you to search within the results of a completed

search This scope is available on any page that contains search results

This category Enables you to search for documents in the current category

This scope is available on the Categories dashboard

This folder Enables you to search the current folder This scope is available

on the Document Library dashboard

Custom scopes Enable you to search particular content sources that are

configured by the coordinator at the workspace level Content sources link

to information stored outside the workspace, such as an external Web site or

a Lotus Notes database

For example, if you type the search term “fiscal reports” in the Search Web Part on the Document Library dashboard, you can narrow the scope of your search to a particular folder, such as the Earnings folder, that you expect to

contain pertinent information This reduces the number of documents that

SharePoint Portal Server examines and produces a more specific list of search results

Using the Advanced Search Web Part

More advanced and powerful searching is available in the Advanced Search Web Part The Advanced Search Web Part includes the following search scope options for refining your search query:

Search by profile The Search by profile scope option allows you to search for documents that have a particular document profile assigned to them For example, you could search for all documents that have the Specifications or White Papers profile associated with them

Search by properties The Search by properties scope option allows you to search for documents

that have a specific property assigned to them The Property drop-down list

is populated with all of the properties that are defined in the workspace You can combine up to three properties in a search query, and there are several operators (such as =, >, and <) that can act on each value For example, you

could search for all documents where the Author property is equal to “John

Smith” and the file size is greater than 3,500,000 bytes

Search by date The Search by date option allows you to search for documents that were

created or modified in the previous X hours, days, months, or years

Wildcard characters, such as an asterisk (*), a question mark (?), or a percent sign (%), are not supported in search terms or in the names of properties

Note

Viewing Search Results

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SharePoint Portal Server returns results from search requests in various Web Parts Because each Web Part uses a different type of logic to calculate search results, users can choose the Web Part that contains the most relevant results Users can easily sort the results to help locate relevant documents

Viewing the Results Page

SharePoint Portal Server searches for all documents that match your search terms, and then returns a list of results that are sorted into three Web Parts: Matching Categories, Best Bets, and Matching Documents The Best Bets and Matching Categories Web Parts are displayed only if they apply to the results

Viewing the Matching Categories Web Part

If your search request results in a list of related categories, the Matching Categories Web Part displays the name and description of all categories in which the name of the category, associated keywords, or the category description matches your search terms Each category is displayed as a link, and clicking the link opens the category

Viewing the Best Bets Web Part

A Best Bet is a document that coordinators manually select to appear as the

most appropriate search result for various search requests You can select a document to appear as a Best Bet for a specific category or for one or more keywords A category Best Bet will be displayed at the top of the Categories dashboard when you navigate to that category For example, a document assigned as a Best Bet for the keyword “thermafill” will be returned in a special Best Bets section at the top of the search results when you search for

“thermafill” by using the Search Web Part SharePoint Portal Server will also automatically include a document as a Best Bet if it is especially relevant to the search request

Topic Objective

To discuss how search

results are displayed in the

user interface

Lead-in

Let’s take a look at the

SharePoint Portal Server

Search page and how

results are displayed

Keep the discussion of Best

Bets to a high level Best

Bets are discussed in more

detail later in this module

Viewing the Matching Documents Web Part

The Matching Documents Web Part displays the documents that match your

search terms By default, documents in this view are sorted by Best Match (not

to be confused with Best Bets) Best Matches are calculated with an algorithm that uses parameters, such as the frequency with which a term is used in a document and the length of a document, to determine how relevant a document

is to a search request For example, if you search for “thermafill” and two documents of equal length contain the word, the document that has the most occurrences of the word appears at the top of the list

Performing Actions on the Documents in the Web Parts

You can view properties of and perform actions on the documents in the Web Parts For example, if you enter a search request for “thermafill” and you get results in both the Matching Categories and the Best Bets Web Parts, you can view document properties, list controls, and so on in each of these Web Parts Search results include links to relevant information as well as detailed document property information, such as the date created or modified and the name of the author To assist users in quickly finding information, search results can be sorted by property on the client Web browser Users can also perform administrative tasks, such as check in and publish, on documents in the workspace

Document Properties

The Search Results Web Part displays results in groups of 20, with paging controls for navigation if multiple pages are returned For each document that is returned, the following metadata is displayed: title, file name, author, last modified date, and an icon representing the file type The first few lines of text

in each document are also displayed to help users determine the content of the document

List Control

The list control enables users to show or hide descriptions Hiding descriptions allows more items to be listed on the screen This setting applies to all lists on the dashboard site, including category listings, search results, and document library folders The setting is configured on a per user basis and is persisted in a client-side cookie

Additional Actions

Each search result that returns a document from inside the workspace has a link

called Show Actions that opens the Document Inspection page as a separate

Web page In this view, additional information about the document is available and users can perform actions on the document Users can also click the

Subscribe or Discuss links to subscribe to or discuss a document

Sorting Results

Search results appear in a list that you can re-sort by author, title, date, or best match If your search results appear on more than one page, you can page through the results by using the navigation links located at the top of the Matching Documents list and at the bottom of the Search Results page

Demonstration: Searching and Search Results

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In this demonstration, the instructor assumes the roles of several SharePoint Portal Server users with various requirements and workspace responsibilities The instructor searches the workspace through the dashboard site by using folder browsing, category browsing, and the dashboard site Search feature The instructor demonstrates how to sort search results and the various tasks that you can perform on documents from the Search Results page

Coordinator (Folder Browsing)

The instructor assumes the role of a coordinator and browses the folder structure of the workspace

Scenario

Suzan Fine, a coordinator, is looking for all Outerwear documents that are pending approval Because she is familiar with the folder hierarchy, she uses folder browsing to accomplish this task Suzan will be using Microsoft Windows® Explorer

To browse the folder structure of the workspace:

1 Open Windows Explorer

2 Expand My Network Places

3 Expand AdvWorksWorkspace

4 Expand Documents

5 Expand Product Development

6 Expand OutWear

7 Click Versioned with Approval 1

8 Notice that all of the documents can be viewed, regardless of status This is because the coordinator can view all documents regardless of state

Topic Objective

To demonstrate folder

browsing, category

browsing, and browsing by

using the dashboard site

Search feature

Lead-in

In this demonstration, the

instructor will search the

workspace through the

dashboard site using folder

browsing, category

browsing, and browsing by

using the dashboard site

Search feature

Conclusion

Folder browsing is a good method for coordinators to use to administer a workspace because they know how the folder hierarchy of their company is organized

Reader (Category Browsing)

The instructor assumes the role of a reader and browses the category structure

of the workspace

Scenario

Don Hall, a newly hired product design engineer for Adventure Works camping equipment, needs to familiarize himself with the current products Don is not familiar with the folder hierarchy yet but has a general idea of the documents that he is looking for Don will use category browsing to accomplish this task

To browse the category structure of the workspace:

1 Open Windows Explorer

2 Expand My Network Places

3 Expand AdvWorksWorkspace

4 Expand Categories

5 Expand Outdoor Products

6 Expand Camping Equipment

11 Open the dashboard site in Microsoft Internet Explorer, and then show the same search, except use the dashboard navigation to get there

12 Open Internet Explorer

13 On the Home page, click Outdoor Products

14 On the Outdoor Products page, click Camping Equipment

15 Discuss the differences

Conclusion

All of these documents are in different folders in the workspace folder hierarchy Even though Don is new to the company and is unfamiliar with the folder hierarchy in the Adventure Works workspace, he could easily find content by intuitively browsing categories From the category hierarchy, Don also learned a great deal about the different kinds of camping products that are manufactured by Adventure Works Clearly, Don can infer that Adventure Works sells cooking equipment, coolers, lanterns, sleeping bags and tents

Author (Dashboard Site Search Feature)

The instructor assumes the role of an author and searches for specific content

Scenario

Anne Paper, a seasoned employee for the Coats department, is looking for any content on Borolene, a new synthetic material that she wants to include in the next line of coats Anne will use the Search feature on the dashboard site to find this information

To search the dashboard site:

1 Open Internet Explorer

2 In the URL box, type http://localhost/advworksworkspace and then press

ENTER

3 In the Search Web Part, expand the list in the Search box and explain how

you can use it to set the scope of a search request Explain that by selecting

This site the search will cover all available content sources

4 In the For box, type Thermafill and then click Go

5 Discuss the Best Bets Web Part

6 Discuss the Search Summary Web Part

7 Discuss the Matching Categories Web Part Click the Technologies:Material:Thermafill link to show the relevant documents in

that category and explain how you can use it to enrich your search experience as a separate search path

8 Click Back and show the Matching Documents Web Part Briefly display the results On the right side of the Matching Documents Web Part, click Next to display the second set of results

9 Click Previous

10 Explain that Anne is interested only in documents that were written in the previous week There are two ways she can do this

11 One method is to click Date, which will re-sort the list so that the most

recent documents are at the top

12 The second method is as follows:

a Scroll to the top of the page, and then click Advanced Search

b In the Advanced Search Web Part, in the Search by date section, click Documents, click modified in the last 7 days, and then click Go

c Explain the results

Conclusion

The search interface provides a powerful tool for locating content based on document content and document properties The results that are displayed on the dashboard site can easily be sorted and re-searched to find relevant content quickly This method of searching has wide-ranging implications and spans multiple user roles

Improving Search Results

Search for Phrases

Ensure Correct Spelling

Use Synonyms

Use More Words

“sweater cardigan parka” rather than “sweater”

“Yearly fiscal report” rather than “report”

“ flame retardant”

Use Specific Words

“thermafill” rather than “insulation”

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When you issue a search request by using the Search Web Part, careful selection of the terms that you use in the search query can mean the difference between hundreds of useless results and a short list of very useful results There are several simple techniques that you can use to maximize your search results

Ensure Correct Spelling

SharePoint Portal Server expands on the search terms you enter to provide you with a variety of search results However, because the search begins with the

words that you type in the Search box, a misspelled word can result in an

unsuccessful search

SharePoint Portal Server expands on search terms by using word inflection This means that if a user searches for the word “hike,” the search results will include variations of the word, such as “hikes,” “hiking,” and

“hiked.”

Search for Phrases

Searching for a phrase rather than an individual word can help you narrow your search results To search for a phrase or a continuous string of words, enclose the string in quotation marks (“ ”) For example, if you type “flame retardant”

(including the quotation marks) in the Search box, only documents that contain

that exact phrase will be returned Documents that contain only “flame” or

“retardant” will not be returned

Use Synonyms

Using synonyms for each search term produces more useful results than using

only one term For example, typing the words “sweater” and “cardigan” and

“parka” yields better results than simply typing “sweater.” Do not include

commas or other punctuation (except quotations around a phrase) in these entries, but do leave a space between words

There are several simple

techniques that you can use

to maximize search results

Note

Use More Words

In some cases, the more words you enter in a search, the more accurate your

results For example, if you type “yearly fiscal report” rather than “report,” you

can refine your search and are more likely to get useful results

Use Specific Words

Be specific in your choice of search terms to make your search more precise

For example, if you type “thermafill” rather than “insulation” you narrow the

range of your search and are more likely to get useful results

Search requests are not case sensitive

Note

Optimizing Search Performance and Administering Search Features

Understanding the Search Process

Optimizing Search Performance

Configuring Best Bets

Configuring the Thesaurus

Editing Noise Word Files

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Understanding the search process is critical to understanding how to improve search results As an administrator, you can improve the scalability of your SharePoint Portal Server platform by adjusting the search properties of the workspace and by monitoring those search activities

Understanding the Search Process

Search Request

Modified Search Request

Results Modified

Results

Ranking

Stemming Wordbreaking Language

Index

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Understanding both the path of a search request as it is processed and the results that are returned to the client helps users understand their search results and helps administrators optimize search configurations Because many processing steps are performed on a search query as it is passed to the index, there are many variables that can affect the search results Some of these variables are fully controlled by the SharePoint Portal Server search components and some are controlled by the user, such as the thesaurus

Language Detection

When the SharePoint Portal Server dashboard site receives a search request from a Web browser, it attempts to determine which language the search query was issued in For example, if a search request is issued from a Spanish client computer, SharePoint Portal Server detects that language and processes the request accordingly SharePoint Portal Server recognizes 12 languages: Chinese Simplified, Chinese Traditional, Dutch, English, French, German, Italian, Japanese, Korean, Spanish, Swedish, and Thai

Topic Objective

To explain how search

results are passed from the

index to the user

Lead-in

The processing that is

performed on a search

query as it is passed to the

index involves many steps

Word Breaking

A word breaker is a language-specific component that breaks the text into its

constituent parts After SharePoint Portal server detects the language of the search query, it applies the appropriate word breaker Word breakers use pattern detection and rules to parse text and find words Some examples of the

functions that word breakers perform include:

Breaking words apart at white spaces

Removing most punctuation and symbols

Following language-specific rules to handle such things as URLs, e-mail addresses, currency, hyphenation, time, and date

For example, an e-mail address in the format username@domain.com is

broken at the at sign (@) and the period (.)

Following special case rules For example, the word breakers in SharePoint Portal Server would leave the string C++ intact instead of removing the two plus signs (++)

For languages that the SharePoint Portal Server word breaker does not support, SharePoint Portal Server uses the word breakers in Microsoft Windows 2000 Indexing Service In addition, when SharePoint Portal Server is installed, it updates some of the word breakers that are used by the

Windows 2000 Indexing Service If the language cannot be determined, SharePoint Portal Server uses a generic word breaker that breaks words apart at white spaces and other breaking characters

Stemming and Refining of a Search Query

After word breaking, the resulting words are passed through a stemmer A

stemmer is a language-specific component that generates inflected forms of a given word For example, if a user searches for the word “hike” in a document,

a stemmer may generate the word forms “hiking,” “hikes,” and “hiked” as synonyms The use of a stemmer enhances the effectiveness of a search request

by producing more relevant matches to the query

In phrase searches, phrases are not stemmed

Noise Word Removal

Noise words are words that are considered irrelevant to the search, such as “an”

and “the.” Noise words are identified and discarded from the query

Thesaurus

SharePoint Portal Server maintains a configurable thesaurus file for each language that it supports By editing the thesaurus, you can specify synonyms for words and also automatically replace words in a query with other words that you specify For example, you can configure the thesaurus to search for

“cotton” and “insulation” whenever a search query is issued for “thermafill.”

Note

Tip