1. Welcome to SharePoint Saturday Denver!
6th of Rocktober

2. Thank you to our sponsors for making this possible!
Platinum Sponsors
Gold Sponsors
Silver Sponsors

3. Special thank you to !
For your support and that of your awesome people!

4. Join us for following the event
Pint Brothers
Denver Marriott Tech Center
4900 S. Syracuse Street
Denver, CO 80237

5. Optimizing your content for search
How did you find that?!
Optimizing your content for search
This Photo by Unknown Author is licensed under CC BY-NC-ND

6. Sharon Weaver
CEO - Smarter Consulting, LLC JCCC/SLU – Adjunct MS SharePoint, MS Office, BA, Six Sigma 20+ years designing, developing, and managing software 13+ years SharePoint experience BGS Developmental Psychology, Six Sigma Black Belt, BSAC Certified

7. How do you find stuff?

8. Organized Systems vs Disorganized Systems
Less stuff!
Too much stuff
No duplicates
Many copies
Recent & Relevant
No lifecycle management
1 to 2 levels
Many folders deep
Categorized
Everything in one place
Clearly identified
No standards
Naming conventions
No governance

10. Taxonomy/Folksonomy

11. Taxonomy (classify)
A way to classify and organize information

12. Folksonomy (tags, behavior)

13. Properties (a.k.a. Metadata)

14. What are properties (a.k.a. metadata)?
Name
Title
Description
Content
Additional Fields

15. What are properties (a.k.a. metadata)? Example
Name – koalamombaby.jpg
Title – Koala mom and baby
Description – A picture of a Koala mom and baby in a tree in Australia
Content – N/A (photo)
Location – Australia
Type of animal – Bear? Marsupial?
Baby – Y/N

16. Metadata (Properties) – How it applies to search

17. Metadata (Properties) and how it applies to search? Ranking!
Everything is given a value (score) that is used by the search engine to determine which items show up where on the search results list.
As content attributes/properties/metadata is added or updated, the score for each item changes based on information and user behavior.
For example: the more users search for a certain term, the higher it shows up on the list of results!
Hint – This is how google makes LOTS of money!

18. How do you “manage” them? (Managed Properties)
SP 2016/Online
Manually create a managed property field and value
Create field/column
Create/Manage Query Rules
Wait for it to be crawled
Create Custom Ranking Model
Voila!
SharePoint creates a managed property for you 

19. What is ranked? Search index item Description Content
Words contained in the items. For text-based items that, such as documents, this is typically text. For other types of items, such as videos, there is little or no content.
Metadata
Information describing items such as title, author, URL or creation date. Metadata is automatically extracted from most types of items.
Web graph data
Information such as authority (from authoritative pages settings) and anchor text (from the hyperlinks associated with the item, and items linking to the item).
File type
Some file types are considered more important than others. For example, Word and PowerPoint results are typically more important than Excel results.
Interaction
Information about the number of times a search result is clicked, and which queries led to a result being clicked.

20. Can I change the ranking model? YES!
Create/Manage Query Rules
us/sharepoint/search/manage-query-rules
Create Custom Ranking Model
us/sharepoint/search/create-custom-ranking-model

21. Create/Manage Query Rules? Permissions
Creating query rules at different levels in a SharePoint Server farm
You can create a query rule for a Search service application, a site collection, or a site. The following table shows the permissions that are required to create a query rule in each case, and where the query rule can be used.
Levels and permissions for query rules
Create/Manage Query Rules? Permissions
When you create a query rule at this level
You must have this permission
The query rule can be used in
Search service application
Search service application administrator
All site collections in web applications that consume the Search service application
Site collection
Site collection administrator
All sites in the site collection
Site
Site owner
The site

22. Create/Manage Query Rules? Examples
Change ranking when:
Description
Result contains keyword
Matches if result contains keywords in content, including metadata.
Title contains keyword
Matches if result title contains the specified keywords or phrases.
Title matches keyword
Matches if result title exactly matches the specified keywords or phrases.
URL starts with
Matches if result URL starts with the specified URL.
URL exactly matches
Matches if result URL exactly matches the specified URL.
Content type is
Matches if result is of the content type that you specify.
File extension matches
Matches if result has the specified file extension.
Result has the tag
Matches if result has the specified taxonomy tag as part of its meta-data.
Manual condition
Add restriction using standard query syntax.

23. Optimize your content!

24. How can end users help optimize content?
Create, update, and manage metadata
Don’t rely on folders…use metadata and views instead!
Use managed metadata for common selections
Country, State, Division
Create separate fields/columns for searchable terms
Add common keywords
Avoid scanned documents OR use OCR to digitize content

25. How can end users help optimize content?
Check and update properties within documents
File -> Properties
Fill in descriptions for items such as photos that do not have content associated with them
Make sure Titles contain separate words
2018FinancialBudget
2018 Financial Budget
2018_Financial_Budget

26. Denver Marriott Tech Center
THANK YOU!!
Sharon Weaver
SharePint:
Pint Brothers
Denver Marriott Tech Center
4900 S. Syracuse Street
Denver, CO 80237
@sharoneweaver