SharePoint in 30 Minutes – Part 1: Search Basics

2018-11-01T14:10:04+00:00October 18th, 2018|Cloud & Office 365, Technology in Your Business|

Video Transcription

As we learned in the first video, files are stored in folders which are contained inside of libraries, inside of your company’s SharePoint site.

You’re probably accustomed to searching for files on a traditional network share, so let’s show you how to do it inside of SharePoint. You can search for files by navigating to them, or you can search for them by using the name of a file, or even by using terms within the content of documents by using the universal search box on the SharePoint site home page.

Search results in SharePoint

Search results page in SharePoint Online.

Let’s try searching for “content strategy.” Now, notice that the search results are almost instant. I’m presented with a list of results that can be anything from PowerPoint slide shows to Word documents, things from OneNote, PDF files—and again, it’s looking for the words “content strategy,” whether they’re in the title of the document, or whether they’re actually inside of the content of the document.

Don’t worry, users can only see files that they have access to, so the search results are limited by the user’s security permissions.

Now, there are a lot of ways that I can filter these search results to try to help narrow down the variable so that I’m not having to sift through hundreds and thousands of results. You’ll notice that right at the top, I can choose if I only want to have it return results that are actually files instead of also returning things like sites.

If I click on, “files,” that’s going to filter down a little bit more. Then, you’ll notice on the right-hand side, I have this filters sidebar. If you don’t see the filter sidebar, you can click this “filters” button here to show it. Now, the filter sidebar will allow me to actually restrict and filter my search results based on the file type. So, I can see I only want to see the thing that are PDFs, or if I want to, I can say I only want to look for Word documents or Excel spreadsheets or PowerPoint presentations or images.

I can even filter by when that file was last modified, so if i know that I was working on a document last week or last month, or I know that it was within 2017 or 2018, then I can use those last modified options in order to filter the results even more.

If I found a document that I think might be what I’m looking for, notice that it gives me a little bit of information—it tells me what site it’s located in, so in this case, “Aldridge Documents,” which is where all of our files are located. It tells me how many times that document was viewed, who it was last modified by and when it was last modified.

If I click this little down arrow here, it will twirl open some additional information such as the first sentences of content within that document. I even get a little preview box here, so if it’s something like a PowerPoint presentation, I can actually flick through the slide without actually having to open it which is pretty cool.

Document preview in SharePoint search

Document preview in SharePoint Online search results.

If I want to actually open this document to take a deeper look into it, I can click “open in a new tab.” This will actually open that document inside of its corresponding web app or online version—so, in this case, PowerPoint.

If you notice at the top though, what’s interesting is that it will tell me the exact folder that that file is located inside of. If I’m looking for a file and I really want to know where it’s located so I can find it next time, this breadcrumb trail will actually help you do that.

You can actually click on the name of that folder and when you do that, it’ll actually take you directly into the folder that that file is located in and then that way you know where it’s stored.

About Aldridge

At Aldridge, our team of IT professionals can provide your business with the resources it needs to reach its potential. We specialize in service and support, and can deliver a strategy that effectively manages your IT. Our approach relieves clients of the hassle of technology management so they can focus on running their business. Contact an Aldridge representative to learn more about how your business can leverage SharePoint.