SharePoint 2016 End User

Lesson 2 – Working with Documents, Content, and Libraries

SharePoint 2016

TOPIC B: S EARCH FOR D OCUMENTS AND F ILES By uploading your first documents to SharePoint, you are already taking advantage of the core SharePoint capabilities of centralized storage, and secured access. To get the most out of SharePoint, you can edit document properties to better describe your document. You can provide keywords so that it is indexed properly and others can find the document easily using keyword searches, and when creating filtered lists. By populating document properties effectively and utilizing SharePoint's search features, you can find what you're looking for faster, and help ensure that others can find the information that you're sharing. E NTERPRISE K EYWORDS Keywords are words or phrases that people use to search for information on search engines, websites, and in SharePoint. A keyword or key phrase might be something like "travel" or "expense" that will allow you to find documents and other information related to the terms that you are searching for. SharePoint has a feature called Enterprise Keywords that can be enabled by site owners. This provides a database called the Managed Team Store where it stores keywords that are associated with documents and other information. Users can associate keywords with documents to allow other users to find those documents when the keywords are searched for. For example, the HR department might tag the Travel Expense Guidelines document with the keywords "travel" and "expense" to make sure that document is found when either of those terms are searched for. S HARE P OINT S EARCH SharePoint provides text based search boxes on sites, pages, lists, and libraries. Like most other web-based search interfaces, in SharePoint, users can type keywords into the search box, select the search button and get a list of items that match the criteria typed in the search box. SharePoint search should provide a quick and easy way to narrow the list of documents and items displayed, and help you find the specific documents you want.

Figure 2 – 3: SharePoint search boxes.

Factors Impacting SharePoint Search The results displayed from a search depend on many factors including the context of the search. For example, a search run on the site will search the entire site, while a search run in a

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