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Webucator's Free Advanced SharePoint 2013 Tutorial

Lesson: Configuring and Consuming Site Search Results

Welcome to our free Advanced SharePoint 2013 tutorial. This tutorial is based on Webucator's SharePoint 2013 Power User Training course.

SharePoint 2013 comes out-of-the-box with search capabilities, even the free Foundation version. The main difference with SharePoint Foundation 2013 version of search is it is limited in scalability; everything has to run on a single server. Other than the scalability, the Search services is internally the same for all versions of SharePoint 2013.

Lesson Goals

  • Learn how to perform a basic search in SharePoint.
  • Learn how to add a Search Center.
  • Learn how to configure the site's search box to use a Search Center.
  • Learn how to crawl content.

Search SharePoint for Content

SharePoint sites come with a search field built into each page of the site by default.

Search field

For search results to return anything back, the Farm administrator has to configure the Search Service with content sources and the content has to be crawled and indexed by the service. Typically, the crawling process is scheduled to run automatically by the Farm administrator. When new content is added to a site, it will not show in search results until the crawl process has run and updated the Search Service's databases and indexes.

The following walk-through will show you how to add new content to your root team site and the child site Sub Site A and then perform a search for the newly added content. If you do not have a child site named Sub Site A any child site will do.

  1. Add new Word documents to both your root team site and and a child site of your root.
    1. Click the Documents link in the Quick Launch menu of your root site.
    2. Click the FILES tab to open the toolbar and click the New Document button.
    3. Type "Fuzzy Wuzzy was a bear." in the body of the new Word document.
    4. Save the document with the file name "Fuzzy Wuzzy part 1.docx" and close Word.
    5. Click the Sub Site A, or whatever child site you want to use, link in the parent site's Top Link bar to navigate to the child site.
    6. Click the Documents link in the Quick Launch menu of the child site.
    7. Click the FILES tab to open the toolbar and click the New Document button.
    8. Type "Fuzzy Wuzzy had no hair." in the body of the new Word document.
    9. Save the document with the file name "Fuzzy Wuzzy part 2.docx" and close Word.
    10. Click the link of the parent root site in the Top Link bar. Navigate Up menu
  2. Search the site for items that contain the word "Fuzzy" in them.
    1. Type "Fuzzy" in the Search this site... text-box field and click the Search icon button. Search field
    2. Verify that there are no results for the word "Fuzzy". Search results
  3. Start an incremental crawl.

    You can only perform these steps if you have access to the Central Administration site of your farm.

    1. Open a new browser tab and navigate to your farm's Central Administration site.
    2. Click the Manage service applications link located in the Application Management group. Manage Service Applications link
    3. Click the Search Service Application link within the list of services to open the Search Administration page.
    4. Click the Content Sources link in the Quick Launch menu of the Search Administration page. Search Administration Quick Launch
    5. Verify that the Local SharePoint sites content source's Status is Idle. If the Status is Idle and then hover over the Local SharePoint sites link and click the arrow to open the drop-down menu and select the Start Incremental Crawl option. Content source item menu

      If the content source's Status is not Idle, click the Refresh link as described in the next step. Note that in a production site crawls would be scheduled to run periodically and you would not have to manually start them.

    6. Click the Refresh link at the top of the Search Administration page until the Status column is back to Idle. You only need to click the Refresh every 10 to 15 seconds. The crawl process could take up to 5 minutes to complete. Search crawl in progress
  4. Retest the search of our site for items with the word "Fuzzy" in them.
    1. Click the Search icon on the Search Results page to search again for items with the word "Fuzzy" in them. Search results
    2. Verify we now have at least three results for "Fuzzy". Search results

SharePoint Search Center

SharePoint Server 2013, both standard and enterprise, come with site templates for a Basic Search Center and an Enterprise Search Center. SharePoint Foundation only has the template for the Basic Search Center. Adding a Search Center to a site collection provides users with more advanced search options and scopes. The Enterprise Search Center comes with built in tabs on the search results page that includes a People search scope. To use the Enterprise Search Center the site collection has to have the Publishing Infrastructure feature activated. Once a Search Center has been created the site administrator can configure the site's default search box to link to it.

The following walk-through will show you how to create an Enterprise Search Center and configure a site to use it for search results.

The exercise at the end of this lesson performs the same steps and they only need to be done once for a site.

  1. Add an Enterprise Search Center to our site collection.
    1. Click Site Contents from the Quick Launch menu.
    2. Click the new subsite link at the bottom of the Site Contents page.
    3. Choose the Enterprise Search Center template from the Enterprise tab and type "Search" for both the Title and URL name fields. Enterprise Search template
    4. Select Yes for the option to Use the top link bar from the parent site and click the Create button. Enterprise Search template

      If the Publishing Infrastructure is not activated for the site collection, we will get the following error:

      Error message
    5. Click the Contoso Home Site in the Top Link bar to navigate back to the home page of your site.
  2. Configure our site's default search box to use the new Enterprise Search Center and enable scope selection.
    1. Click the Settings icon and then choose Site Settings from the options menu.
    2. Click the Search Settings link under the Site Collection Administration group.
    3. Select the Enable custom scopes radio-button option and type in the path to your search center, this example uses "http://spserver2013/sites/student00/Search/Pages" in the Search Center field. Search settings
    4. Click the OK button to save our changes.
    5. Navigate back to the home page of your site.
    6. Verify that there is a new drop-down field that lets us choose a scope for our search. Search scopes
  3. Test the new search functionality by searching again for the word "Fuzzy".
    1. Type "Fuzzy" in our site's search field and verify the scope drop-down field is set to Everything.
    2. Click the Search icon to start the search.
    3. Verify that we got at least one result back linking to a document found in the Contoso Root site. Search results

      You got back results from another site collection because with the Search Center you can pick the Everything option that includes everything within your farm.

    4. Click the Advanced Search link at the bottom of the search results page. Advanced link
    5. Verify the Advanced Search offers multiple options to help refine a search. Advanced search page

Basic SharePoint Search

Duration: 10 to 15 minutes.
  1. Navigate to your team site.
  2. Import the FavCarsList.stp list template file and create a new list using the template. If you already have the Favorite Cars list in your site from an earlier exercise you can skip the following sub-steps.
    1. Click the Settings menu and then click the Site Settings option. Exercise - Custom Workflows
    2. Click the List templates link on the Site Settings page within the Galleries group. Exercise - Custom Workflows
    3. Click the FILES tab to open the toolbar and then click the Upload Document link-button. Exercise - Custom Workflows
    4. Click the Browse button in the Add a template dialog.
    5. Navigate and select the FavCarsList.stp file from the folder you downloaded the class files to and click the Open button on the Choose File to Upload dialog window.
    6. Click the OK button on the Add a template dialog.
    7. Click the Save button on the List Template Gallery dialog to save the file into the gallery.
    8. Click the Settings menu and then choose the Add an app option.
    9. Type "Favorite" in the Find an app search field and click the Search icon. Exercise - Custom Workflows
    10. Select the Favorite Cars List template from the list template choices and enter "Favorite Cars" in the Name field.
    11. Click the Create button to complete creating the new list.
    12. Click the new Favorite Cars link in the Quick Launch menu.
    13. Verify the new list is created and populated with cars including a couple of Ferraris that will be used later for searching. Favorite Cars list
  3. Search your site for items with the word "Ferrari" in them.
    1. Type "Ferrari" in the Search this site... field located in the top right of the sites page and click the Search icon button. Search box
    2. Verify that no results where found for "Ferrari". Search results

      If you did get results back from your search it is because someone in your class has already run an incremental crawl of the SharePoint farm. If this is the case you can skip the next step series, "Start an incremental crawl".

    3. Leave the Search Results page open in your browser for a later step in this exercise.
  4. Start an incremental crawl.

    You can only perform these steps if you have access to your farm's Central Administration site.

    1. Open a new browser tab and navigate to your farm's Central Administration site. If your site was set up using instructions provided with this course the URL should be "spserver2013:5000".
    2. Click the Manage service applications link located in the Application Management group. Manage Service Applications link
    3. Click the Search Service Application link within the list of services to open the Search Administration page.
    4. Click the Content Sources link in the Quick Launch menu of the Search Administration page. Search Administration Quick Launch
    5. Verify that the Local SharePoint sites content source's Status is Idle. If the Status is Idle, then hover over the Local SharePoint sites link and click the arrow to open the drop-down menu and select the Start Incremental Crawl option. Content source item menu

      If the content source's Status is not Idle, click the Refresh link as described in the next step. Note that in a production site crawls would be scheduled to run periodically and you would not have to manually start them.

    6. Click the Refresh link at the top of the Search Administration page until the Status column is back to Idle, you only need to click the Refresh every 10 to 15 seconds. The crawl process could take up to 5 minutes to complete. Search crawl in progress
  5. Retest the search of your site for items with the word "Ferrari" in them.
    1. Click the Search icon on the Search Results page to search again for items with the word "Ferrari" in them. Search results
    2. Verify you have at least 3 results for "Ferrari". Search results

      If you do not have any results repeat the step series, "Start an incremental crawl".

Advanced Search

Duration: 10 to 25 minutes.
  1. Navigate to your team site.
  2. Search your site and another site collection for documents that contain the word "Silverlight".
    1. Type "Silverlight" in the Search this site... field located in the top right of the sites page and click the Search icon button. Search box
    2. Verify that no results where found for the word "Silverlight". Search results
    3. Navigate to the Contoso Root Site by typing "http://spserver2013" in your browser URL field.
    4. Type "Silverlight" in the Search this site... field located in the top right of the sites page and click the Search icon button. Search box
    5. Verify that one result was found for the word "Silverlight". Search results
    6. Navigate back to your student site by entering the address: "http://spserver2010/sites/student??" in your browser URL field. Make sure you replace the question marks with the student number you were assigned.
  3. Add an Enterprise Search Center to your site collection.
    1. Click the Site Contents link in the Quick Launch menu.
    2. Click the new subsite link at the bottom of the Site Contents page.
    3. Choose the Enterprise Search Center template and type "Search" for both the Title and URL name fields and click the Create button. Enterprise Search template
    4. Navigate back to your Student?? site.
  4. Configure your site's default search box to use the new Enterprise Search Center.
    1. Click Settings menu and then choose Site Settings from the options.
    2. Click the Search Settings link under the Site Collection Administration group.
    3. Select the Enable custom scopes radio-button option and type "http://spserver2010/sites/student??/Search/Pages", replace ?? with your assigned student number, in the Search Center field. Search settings
    4. Leave the rest of the settings at their default and click the OK button to save your changes.
    5. Navigate back to the home page of your Student?? site.
    6. Verify that there is a new drop-down field that lets you choose a scope for your search. Search scopes
  5. Test the new search functionality by searching again for the word "Silverlight".
    1. Select Everything in the search drop-down and type "Silverlight" in your site's search field. Search field
    2. Click the Search icon to start the search.
    3. Verify that you got at least one result back linking to a document found in the Contoso Root site. Search results
    4. Click the Advanced Search link at the bottom of the search results page. Advanced search page