A common complaint amongst Microsoft SharePoint users is the inability to search for and find content using SharePoint Search. While many people complain about their inability to search, Microsoft SharePoint 2013 is set up to be able to search for the content in your system, as well as external content. However, there are a few ways to make your searches easier.
Below, you’ll find four tips to help your company’s SharePoint users become master searchers.
1. Inquire how your business searches.
Before you can make SharePoint searches more efficient, you first need to know how those using SharePoint are already searching. Since most people using SharePoint don’t search efficiently, they’re likely to have searches that return incorrect results, or their searches will take excessive amounts of time sorting through irrelevant information. Once you’ve discovered how your users search, you can determine what levels of training they will need.
2. Teach your users the most efficient methods.
One of the most important steps is to make sure that your users understand that SharePoint is capable of performing quick, reliable and efficient searches – if they know how to use it. More than likely, the problem your users run into when performing searches is that they’re trying to search like they would on a different platform or their favorite search engine.
With a proper knowledge base, users can learn how to use SharePoint Search appropriately and efficiently. For example, the keywords searched don’t just go through file names, but they also look through documents. In addition, SharePoint also uses special operators (i.e. AND, +, OR) to make searches even more efficient.
3. Remind users that SharePoint needs to be actively used.
You can’t just start up SharePoint and walk away; you need to actively configure it to get the results you need and/or want. Moreover, the more you use SharePoint Search the more it is going to recognize your search criteria, thus making your searches more productive. You need to be able to adjust your search constantly in order for your results to be relevant.
4. Use SharePoint’s built-in analytical tools.
To make searches more productive, SharePoint has numerous analytical tools at your disposal. Some tools include:
- Displaying your keywords entered by number and type
- Listing your successful and unsuccessful keyword searches
- Returned search results
- Accuracy of searches
Not only will using these tips result in better searches, but they will also facilitate a better user experience for your employees. Once your users enjoy using SharePoint more, they can work on making themselves better searchers that are more effective.
For more information about how to improve your company’s SharePoint usage, visit Innovative Architects’ SharePoint resources page and blog. Or contact us directly regarding the issues your company is facing and we’ll tell you which enterprise technologies will do the job.