The foundation of a collaborative environment is sharing information and knowledge, but the effectiveness of the collaborative environment depends on the software’s capabilities for enabling user searches for this data. Without powerful search tools (Microsoft search/ SharePoint search), navigating to find specific information would be a major challenge and go against the collaborative idea.
The hub for combining search results from various Office 365 data sources, such as SharePoint, OneDrive for Business, Teams, Groups, Yammer, and more, is Microsoft Search. Microsoft Search, powered by the Bing search engine and utilizing AI, combines data from the web and within your organization into a single experience.
By de-identifying search queries and logs and separating them from public Bing search traffic, worry-free security authenticates users to guarantee that only users authorized to access corporate content will receive the content. You can add your logo, use branding colors, add your company name, and more with Microsoft Search because it is completely customizable. All of this is accessible from the Microsoft 365 admin center.
The following are some of Microsoft Search’s primary administrative features:
It’s a powerful Microsoft tool for searching within your website. It is accessible to all users on your SharePoint site. This tool is very similar to Google search and can help you find files or information within your SharePoint site.
A classic and modern search experience are both available in SharePoint Online. They both use the same search index to find search results, even though their respective experiences are different. The results you see when using a modern search experience are highly personalized and are based on your prior Office 365 activity.
Even though two users can enter the exact same search terms, the results will differ because of past searches. The modern search experience makes it simple for your users to use and access information because it is visual, intuitive, and easy to navigate.
SharePoint search work differently for both modern search and traditional search, let’s get into it. The modern search experience cannot be customized because the search results page was not created using web parts. The traditional search experience can be altered, though some of these changes will only have a minor effect on the contemporary experience. The following conventional search options will also work with the current search interface:
It’s crucial to make sure that content can be found whether you use the traditional or contemporary search experience. The content will be searchable only after it has been crawled and indexed by the search engine. Create stunning search results. Pick and design the proper presentation format to make it simple for your users to access, understand, and navigate. Display pertinent search results.
These can be altered by controlling the search schema, query rule, query suggestions, result sources, result types, search dictionaries, authoritative pages, exporting and importing search settings, and employing query transform. As well as checking your analytics logs, restrictions, and reports. These will reveal whether the crawler has updated the search index with new content and whether users are finding what they are looking for.
Although SharePoint has an advanced search page, it is not the most obvious feature. You can use advanced search to add logic to your search without having to type in search operators. This greatly aids in narrowing down your results so that they are as relevant as possible. How you get to your advanced search page is entirely dependent on how your administrators configure your search system. The quickest way to get there is to type Advanced Search into a search box set to search “Everything,” and it should come up as the first result.
It’s crucial to understand what SharePoint looks like at first. SharePoint searches documents’ metadata as well as their full text. The file name, title, author, and any keywords or category schemes you’ve established are all considered part of the metadata. According to Microsoft, the search engine gives metadata a higher ranking than full text. It’s important to know that search results only show content you have permission to view. In the SharePoint world, it is called “security trimming.”
Only indexed results are returned by SharePoint. “Indexing” refers to the search engine making a record of everything it discovers in the database (an index). Typically, if not all of the SharePoint content, is indexed. In general, SharePoint content is indexed to some extent. However, indexing could be the issue if you’re not getting the outcomes you’re looking for (for example, a file you believe should appear in your results doesn’t at all). You ought to bring up the matter with your IT division in that circumstance.
Although SharePoint Search has one advantage over Microsoft Search, I still suggest Microsoft Search as the best starting point because of its overall functionality. Consider using SharePoint Search if restrictions with Microsoft Search frustrate your efforts to provide a customized experience. However, until these needs can be met with Microsoft Search alone, we advise making sure that there is a meaningful way to connect the two experiences.
I hope this article has helped you to make an informed decision to choose between Microsoft Search and SharePoint Search for your organization; we would love to help you improve your Microsoft 365 digital workplace even further.