How to Search in SharePoint

Basic SharePoint search

Searching in SharePoint? It’s easy! Navigate to the top of the page and enter your keywords into the search bar. To narrow your results, use filters like modified date, file type, or author.

You can also use natural language queries – type out your query like you would in a sentence. For example, instead of “sales report Q1 2021,” try “show me sales reports from the first quarter of this year.” This can help those who don’t know specific industry terms or file names.

To improve your search results, tag documents with relevant keywords. Plus, use metadata for even more filtering!

I had to locate a contract on our company’s SharePoint site, but I had no idea where it was. Just by using natural language queries and filters, I found it in minutes! Want to find something too? Start with a keyword search!

Simple keyword search

Searching efficiently in SharePoint involves the use of keywords. Type your terms into the search bar and select “Search”. SharePoint’s algorithm will find any matches in documents, files, or other content.

For specific searches, use a specific keyword. For example, instead of searching for tax laws worldwide, try “taxation requirements for small businesses”.

SharePoint offers organizational tools to categorize data based on metadata properties. You can refine search results by sorting them according to document criteria like date and department name.

By using keywords like “report,” “updated,” and “revised,” you can quickly narrow down search results. This way, you don’t waste time on incorrect files that don’t cater to your request. Sherlock Holmes-ing on SharePoint with boolean operators is the way to go!

Boolean operators

For precise searches in SharePoint, mastering Boolean operators is key. OR expands search results, while NOT limits by excluding keywords. Make sure they are in uppercase! When used correctly, you can locate exactly what you’re looking for in SharePoint.

Searching in SharePoint is like searching for a needle – no haystack, just endless documents. Use Boolean operators consistently and you’ll experience the power of targeted searches.

Searching for phrases

When searching with SharePoint, use quotation marks around phrases for exact matches. Boolean operators like “AND,” “NOT,” and “OR” can refine searches. Wildcards are helpful too, like the “*” symbol. They can look for variations of words or exact matches with specific prefixes.

These suggestions make searches more precise and faster. With these techniques, you can get relevant documents without wasting time.

Go wild! Get chaotic with SharePoint’s wildcard searches. Sometimes it’s what you need.

Wildcard searches

Wildcard searches in SharePoint can be useful. Use asterisks and question marks to search for variations of words. For instance, “cat*” would return results for cat, cats, and catastrophic. Or, use “colo?r” to match both color and colour.

Be aware that wildcard searches take longer, so use them sparingly when working with a lot of data. SharePoint also allows wildcard searches across multiple site collections at the same time. Combine these searches with filters or date ranges for more precise results.

Pro Tip: Wildcards help find variations of keywords but can also make it easier to misspell or mistype terms. Always double-check your query before hitting enter! Finding the right file in SharePoint is like playing Where’s Waldo with a haystack… but with an Excel spreadsheet needle.

Searching for specific file types

Click on the search bar at the top of the page.

Type the file name and press enter.

Choose “Refine your search” to filter by types such as Word, Excel, or PowerPoint.

Select the file type and hit “Apply”.

Searching with SharePoint is like having a secret language – use quotation marks for exact phrases.

Keywords and filters like size and date modified can help narrow down results quickly.

Happy searching!

Using search operators

Search operators are key for navigating SharePoint quickly and easily. Use them to refine results and find what you need! By typing certain characters in the search bar, you can tailor your search. E.g., put “project management” in quotation marks to look for pages with the term exactly. You can also use “+” to match multiple terms precisely and “-“ to exclude specified words.

For broader results within documents, try wildcards like * which can replace any character or string of characters. Plus, use the tilde sign (~) with wildcards to include synonyms in results.

Complex searches? No problem. Use natural-language queries to navigate huge databases with ease. They work better than manual filtering.

These tips will make you a SharePoint search guru – or you can just keep scrolling aimlessly. Your choice!

Advanced SharePoint search

Advanced searches in SharePoint let users refine results. By using Boolean operators, filters, and managed metadata, they can easily narrow down results. For example, find a document created by someone last month? Wildcard characters help with partial or spelled-differently matches. Takes practice, but worth it. Pro Tip: Set up managed metadata in site to get more accurate search results.

SharePoint searching: like finding a needle in a haystack. But with less hay and more confusion!

Refining search results

When searching in SharePoint, results may not always be relevant. To get accurate & quick results, try these 4 points:

  • Use filters on the left side for better categorization.
  • Sort by date, author, relevance, etc.
  • Use specific keywords.
  • Try the advanced search.

Refining searches is very important for efficiency and accuracy. Logical operators (AND/OR) and quotation marks (“”) can help refine further. For example: “‘data analysis'” AND “excel”.

Survey: 58% of SharePoint users were satisfied with search functionality. 40% were not. Refine your searches faster than Marie Kondo!

Sorting search results

When using SharePoint, sorting search results is essential for finding what you need quickly. Change the sort order on the Search Results page by using the “Sort by” option. To narrow down results, click “Filter” by document type or created date. This is especially useful when there’s lots of data.

For more efficient searches, use specific and relevant keywords. Generic terms can lead to irrelevant results. Microsoft’s SharePoint documentation says that quotation marks around keywords will provide exact matches and help find specific files.

Sorting and filtering options in SharePoint can make searching smoother and save time. Finding the right result can be like trying to find a needle in a haystack, but you can set the needle to be a specific color.

Filtering search results


Narrow down your search by selecting specific filters, such as author, date, or file type. Make use of advanced search options. Apply diverse criteria like location and content type to your query. Save filtered searches by bookmarking the page.

Edit the filters to cater to your preferences, modify their visibility, or remove them. Pro tip: Use Boolean operators like AND, OR and NOT, plus quotation marks around phrases, for more precise results.

Searching for something in SharePoint is tough. But using metadata is like having a metal detector, making it easier to find what you need!

Using metadata to refine search

When searching within SharePoint, using metadata can help you get more relevant results. Metadata is info like author, date created and keywords about a document or file. You can use the “Refiners” button to filter out results based on these properties. Select one or multiple refiners to narrow your search down.

You can also add metadata directly to your files and documents. When uploading to SharePoint, fill out all the fields with useful info like tags and custom properties. This makes it easier for others to find what they’re looking for.

Using metadata is an effective way to refine searches and save time finding content. Select the right refiners and fill out fields when uploading files. This will give you better results faster. Take your SharePoint search to the next level by enhancing it. You may need a little help to find that one important document!

Enhancing SharePoint search

Searching SharePoint can be tough. But with the right tricks, you can make it easier! Utilize the filters in the search bar to narrow results. Use quotes and hyphens to refine keyword searches. Get to know SharePoint’s advanced search features to find files quickly.

Provide feedback on search results to help SharePoint Online’s AI and machine learning improve. Extend your search to people or sites within the organization. Take advantage of Microsoft Graph for intelligent personalization based on relationships, activity, etc.

Need extra help? Use SharePoint web parts to locate the needle in the haystack!

Using search web parts

Search Web Parts in SharePoint are a great way to quickly find content. Here’s a 5-step guide on how to use them:

  1. Enter search terms into the search box
  2. Select filters like date range or file type
  3. Click the ‘Search’ button
  4. Results will contain both documents and metadata
  5. Customize search experience with preview highlights or additional keywords

Keep in mind that SharePoint offers customizable search options. Using these features correctly can save time and increase productivity. For example, you can quickly sort between sites or lists affected by your searches. Or use the same SharePoint interface regardless of browser.

So, make sure to use these efficient Search Web Parts when working in SharePoint! Unlock the full potential of your searches with custom search solutions.

Implementing custom search solutions

Identify your organization’s search needs – content type, frequency, user preferences.

Choose the best method for custom search – third-party tools or in-house?

Create a searchable index with all necessary metadata.

Configure search settings – accurate, efficient, customizable.

It takes planning and resources to implement custom search solutions. Consider advanced filtering options like result highlighting and faceted navigation. These features help users quickly drill down to the most relevant results.

Look into Natural Language Processing (NLP) capabilities – it can understand user intent beyond keywords.

Customized search engine in SharePoint is worth the effort! Select components that match organizational needs for maximum productivity and user experience.

Enabling search features

When enabling search features, there are 5 points to consider:

  • Creating a search center for your site.
  • Adding advanced search web parts for users to filter.
  • Set up managed properties to refine content categories.
  • Creating custom result sources to exclude irrelevant data.
  • Using various ranking models for optimal relevance.

Remember to add meta tags or metadata fields to all web content. This allows for accurate searching.

To make your search features even better, try these:

  • Include prompts to help users with specific keywords.
  • Create filters based on user feedback or popular terms.

These tips will make page navigation simpler and more efficient for your team. SharePoint’s search capabilities are like magic!

Developing search-driven applications

To build an efficient search-driven app, create a comprehensive information architecture. It should explain the content taxonomy, metadata properties and controlled vocabularies to use when searching SharePoint. Refining these aspects will help SharePoint’s AI-powered algorithm.

Another key aspect is to use features such as ranking models and sorting options. These boost results accuracy by placing the most searched docs first.

Before SharePoint had AI-based features, finding specific articles was time-consuming. Now, keyword searches have become refined, thorough and relevant.

When searching in SharePoint goes wrong, it’s like looking for a needle in a haystack. Except the needle is hidden behind a firewall and the haystack is encrypted!

Troubleshooting search issues.

Searching in SharePoint can be a pain, but troubleshooting can be done efficiently. Ensure proper indexing and permissions for the search. Examine if some words or phrases are blocking the search. Modify settings to allow for advanced searches. Troubleshooting takes patience and effort, but makes locating documents easier.

SharePoint offers keyword, people, and site queries. Check crawl logs, antivirus software, and network configs if disruption occurs. Improve accuracy by maintaining name conventions and labelling content.

One troubleshooting technique is to review server logs for any internal program malfunctions and .dll errors. Before experimenting, review Microsoft documentation to understand how configurations work together.

Did you know? SharePoint administrators can customize site collections with easily configurable templates!

Frequently Asked Questions

Q: How do I search for a document in SharePoint?

A: To search for a document in SharePoint, enter a keyword or phrase into the search box located in the top right corner of the page. SharePoint will then return all documents that contain that keyword or phrase.

Q: Can I refine my search in SharePoint?

A: Yes, you can refine your search in SharePoint by clicking on the “Refine” button located below the search box. You can then filter your search results by file type, author, date, and more.

Q: Why am I not getting any search results in SharePoint?

A: If you’re not getting any search results in SharePoint, double-check your spelling and make sure you’re searching for the correct keyword or phrase. If the problem persists, try using different search terms or refining your search using the options provided.

Q: Can I search for content in specific SharePoint sites?

A: Yes, you can search for content in specific SharePoint sites by using the search box within that particular site. You can also search across multiple SharePoint sites by clicking on the “Everything” link located below the search box and selecting the “Select Sites” option.

Q: Is there a way to save my SharePoint search results for later use?

A: Yes, you can save your SharePoint search results by clicking on the “Save Search” button located on the search results page. You can then access your saved searches from the “Recent Searches” section.

Q: Can I search for content within SharePoint lists or libraries?

A: Yes, you can search for content within SharePoint lists or libraries by either using the search box within that particular list or library, or by using the search box at the top of the page and selecting “Lists” or “Libraries” from the drop-down menu.

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