1 Refinement panel

Use the refinement panel on the search results page to narrow down the results. When SharePoint displays the search results you can filter the results by using the refinement panel. Common refinement options are result type, author and modified date.


2 Use Boolean operators

Boolean operators are used to narrow or expand the search results. Capitalization usually does not matter in search, except for operators. For Boolean operators to work correctly they need to be written in capitals.

ANDUse AND to narrow your search results. The returned search results include all of the free text expressions
NOTUse NOT to narrow your search results. The returned search results don’t include the specified free text expressions or property restrictions.
OR Use OR to expand your search to include more terms. The returned search results include one or more of the specified free text expressions or property restrictions.

Example: “Project plan” OR “Business Case”

3 Use wildcards

Use a wildcard * if you want to be sure to get variations of the term you are looking for or if you are not sure about the spelling.
Example: Project* to search for all item starting with the word project.

4 Use double quotes

Use double quotes ”" to find exact phrases if you are sure about the phrases.
Example: “Progress report”

5 Use Search shortcuts

SharePoint search has a few handy shortcuts that make searching for specific types of content faster and easier. When using a shortcut SharePoint combines property filters to narrow down the search results. When searching for a document called Projectplan search for projectplan doc instead of projectplan. In the background SharePoint will change the search shortcut from doc into filetype:doc OR filetype:docx, filtering the results and displaying only Word documents.

Search shortcutsResult
Deck or decksOnly PowerPoint presentations will be shown
Slide or slidesOnly PowerPoint presentations will be shown
DocOnly Word documents will be shown
VideoOnly video files will be shown
SiteOnly SharePoint sites will be shown
Blog or blogsBlog sites will be shown
PostOnly shows the news feed activities
ConversationOnly conversations (discussions) will be shown

6 Use Specifying properties

The most easy way to explain what properties are is to use the less technical term SharePoint uses which is; metadata. Metadata is the data captured to describe the content. By default SharePoint captures a lot of metadata such as document title, document type, last modified date. The main purpose of using metadata is to make sure all the content stored in SharePoint can be found easily.

A basic property restriction consists of the following three parts: a property name a operator and a value

<Property Name><Property Operator><Property Value>

Example: Author:John or Title:Projectplan

7 Use Property restrictions (operators)

When using properties to narrow down the search results it is possible to make the search query even more specific with the use of different property restrictions. The most used and best known is the : operator. When using the : operator the returned results will all be equal to the specified value . There are a lot more operators available a few examples are:

OperatorDescriptionExample
:Returns results where the value is equal to the property value (short description)Author:John
=Returns results where the value is equal to the property valueTitle=Projectplan
<Returns results where the value is less then the property valueCreated>9/20/2012
>Returns results where the value is greater then the property valueModified<10/10/2012

 

8 Legacy NOS

You may notice within the search function that NOS are shown with an 'L' at the end the URN or the word Legacy at the end of the title, these NOS are Legacy.

Definition of 'Legacy' NOS: The NOS is no longer current and has been superseded by newer NOS; however this NOS is imported by another organisation and / or is still used within a current qualification.