Blog

  • Increase Microsoft Search adoption, monitor usage, and maintain answers

    User adoption of Microsoft Search ensures your organization is getting a return on the time and effort spent optimizing and deploying the search experience. This module outlines the ready-to-share and customizable content available, and actions you can take to evangelize Microsoft Search. Keeping your work or school answer content current is also an important task. We’ll go over how to review and publish suggested bookmarks and share tips for managing seasonal content. In the last part of this module, we’ll cover how to access and monitor Microsoft Search usage reports. The insights generated from these reports can help you gauge how search is performing in your organization and guide actions to improve it.

    Scenario: A large retailer is ready to implement Microsoft Search. The organization’s Search admin is looking for support and ways to make sure the launch is a success. Since many at the company don’t know about this new work search tool, the IT team is looking for specific ways to improve user awareness. The Search admin is considering conducting some sort of launch event or training and knows they’ll have to implement a communication campaign.

    Learning objectives

    Once you’ve completed this module, you should be able to:

    • Develop a plan to evangelize Microsoft Search in your organization.
    • Download, review, and share the Microsoft Search adoption kit and other documentation.
    • Ensure work or school results are correct and current.
    • Access and monitor Microsoft Search data insights and reports.

    https://lernix.com.my/2024-02-09T10:12:46+00:00

  • Create answers faster

    The Import/Export feature and the Microsoft Search content creator extension can speed up the answer creation process.

    Import SharePoint promoted results

    If you use SharePoint promoted results, import them as suggested bookmarks.

    1. Go to Bookmarks in the Microsoft 365 admin center.
    2. Select Import.
    3. On the Import panel, select SharePoint.
    4. Select Import from SharePoint.

    Import and export answers using a .csv file

    Use the Import/Export feature to export content, bulk edit in a .csv file, and then import the updated answers.

    To import or export bookmarks:

    1. Go to Bookmarks in the Microsoft 365 admin center.
    2. Select Export.
    3. Bulk edit the content of the .csv file and Save.
    4. Import the edited .csv file.
    5. Publish draft bookmarks.

    You can also import or export acronyms, Q&As, and locations.

    Use the content creator extension

    The Microsoft Search content creator extension lets you publish bookmarks and Q&As from your browser. It’s compatible with both Google Chrome and Microsoft Edge.

    After you add the extension, you’ll see an icon in your browser that looks like this:

    Image showing Microsoft Search content creator extension icon in a browser.

    To create and publish answers using the extension:

    1. Select the content creator icon.
    2. Sign in with your Search admin or editor account.
    3. Go to any page, then select Add bookmark or Add Q&A.
    4. Add a title, URL, description, and keywords or edit the ones that appear. Image showing fields for adding a bookmark using the Microsoft Search content creator extension.
    5. Select Publish or Save to draft.

    https://lernix.com.my/986-2/2024-03-25T07:25:32+00:00

  • Create acronym answers

    Acronym answers help users find common definitions used within your organization. Imagine you’re in a meeting and someone starts using an acronym like ‘QAS’ in an unfamiliar context. Use search to find definitions.

    Image showing Microsoft Search acronym answer with definitions for QAS.

    Microsoft Search can also find and surface acronym definitions in shared files and emails. These are called system-curated acronyms.

    Create an acronym

    To review and publish acronyms:

    1. Go to Acronyms in the Microsoft 365 admin center.
    2. Select Add an acronym, or choose one in the list and select EditImage showing Acronyms list in the Answers section of the Search & intelligence settings.
    3. In the panel, enter or edit the details about the acronym and check the updated preview:
      • In the Acronym field, enter the acronym or abbreviation. For example, DNN.
      • In the Stands for field, enter the definition for the acronym. For example, deep neural network.
      • In the optional Description field, enter additional information about the acronym. For example, A deep neural network is a neural network with multiple levels of complexity.
      • In the optional Source field, enter a page or site URL where users can get more information about the acronym. Your organization’s name will appear if left blank.
    4. Select Publish or Save to draft.

    To prevent an acronym from appearing in Microsoft Search, use Exclude an acronym to remove it. To reverse this, delete the acronym from the excluded list. Then add and publish it.

    https://lernix.com.my/lean-six-sigma-certification-training-courses-malaysia

  • Create bookmark and Q&A answers

    Bookmarks

    Bookmarks help people quickly find important sites and tools with just a search. Each bookmark includes a title, URL, a set of user-friendly keywords to trigger the bookmark, and a category.

    Image showing Microsoft Search bookmark answer.

    Create a bookmark

    1. Go to Bookmarks in the Microsoft 365 admin center.
    2. Select Answers, then Bookmarks.
    3. Select Add bookmark.
    4. Enter a title, URL, keywords, category, and other information. You can see a preview of the bookmark answer at the top of the panel.
    5. Select Publish or Save to draft.

    Publishing a bookmark immediately refreshes the search index, making it available to users right away.

    Review default and suggested bookmarks

    Microsoft Search includes several default bookmarks your users may find helpful, including bookmarks for HR, benefits, and password management. To provide high-quality results to your users right away, we recommend you update and publish these default bookmarks. Just add the URL to point to the relevant intranet site. As an example, for the suggested bookmark “HR,” add the URL for your HR department’s intranet site and then publish.

    Your users can also suggest bookmarks using the feedback links in Microsoft Search. Their recommendations will appear as suggested bookmarks.

    To reduce the manual effort required to create bookmarks, Microsoft Search evaluates your organization’s SharePoint links and recommends bookmarks. Search admins or editors can review them before publishing or set them to automatically publish. No setup is needed for recommended bookmarks; they’re enabled and set to auto publish by default.

    In search results, recommended bookmarks include the phrase “Suggested for you” before the URL. In the admin center, recommended bookmarks will have an Owner value of “SYSTEM.”

    To prevent the recommendation engine from publishing or suggesting a bookmark for a site, exclude the URL. The recommendation engine will never publish or suggest a bookmark for an excluded site or a page within an excluded site. Also, recommended bookmarks will never include URLs found in existing Published, Suggested, Scheduled, or Excluded bookmarks.

    https://lernix.com.my/agile-and-scrum-training-courses-malaysia-2

  • Create and customize answers

    Microsoft Search answers—like bookmarks, Q&As, and acronyms—help provide fast, authoritative results for users looking for work or school information. For some answer types, you can target specific groups, like new hires, remote workers, or people in different regions. Also, there are features and tools to help you build answers more quickly and easily.

    People outside your organization don’t have access to any of the files, sites, or content in Microsoft Search answers or results. Only users signed in to a valid work or school account for your organization can see internal results.

    Here’s a list of the answer types we’ll cover in this module:

    • Bookmarks and Q&As
    • Acronyms
    • Locations and floor plans
    • Files
    • Sites
    • People, org charts, and groups
    • Calendars
    • Conversations
    • Power BI reports and dashboards

    Scenario: Senior management at a large aerospace company is aiming to reduce costs and resources spent on basic IT support tickets. They’ve seen an uptick in simple questions and requests like: How do I reset my password? Where can I get a recovery key? When should I contact the help desk? Knowing that Microsoft Search can help answer common workplace questions like these, they reach out to the company’s Search admin to come up with a solution.

    Learning objectives

    Once you’ve completed this module, you should be able to:

    • Describe the types of answers available with Microsoft Search.
    • Build bookmarks, Q&As, acronyms, and other answers.
    • Find and use the tools available to bulk create answers.

    https://lernix.com.my/adroid-training-courses-malaysia

  • Microsoft Search results and answers

    Microsoft Search can help transform your organization’s search experience by connecting users with the correct information in less time.

    Save time infographic showing people save an average of 25 minutes every work day using Microsoft Search.
    • Bookmarks and Q&As: Help users quickly navigate to internal sites and tools with bookmarks and provide answers right away with Q&As. Microsoft Search admin tools will recommend bookmarks for your organization to reduce the manual effort required to create these answers.
    Image showing Microsoft Search bookmark answer.
    • People, org charts, and groups: Find info about their role, ways to contact them, their org chart, files they’re sharing with you, and more.
    Animated GIF showing Microsoft Search people answer, including overview, organizational chart, and groups.
    • Files and sites: Get contextual and relevant Office files, PDFs, photos, videos, and more from SharePoint and OneDrive for Business. Microsoft Search will also return results for internal SharePoint sites. Users will only get results for files and sites that they have access to.
    Image showing Microsoft Search in Bing file results answer.
    • Acronyms: Create answers to help users find and understand acronyms and abbreviations commonly used in your organization.
    Image showing Microsoft Search acronym answer with definitions for QAS.
    • Shared and upcoming meetings: See what’s coming up on your calendar, see shared meetings, and free/busy time for people in your organization.
    Image showing Calendar tab on profile card.
    • Locations and floor plans: See building, office, and campus locations on a map along with the street address or find offices or desk locations.
    Image showing Microsoft Search Location and Floor plan answers.
    • Messages: Search your private and public Teams chats and Outlook emails to find relevant results.
    • Connectors: Make data and info outside of Microsoft 365 searchable with connectors.
    Image showing results from Support KB connector.

    https://lernix.com.my/agile-and-scrum-training-courses-malaysia

  • Microsoft Search experiences

    Microsoft Search is included with desktop and online versions of Office 365 apps. It can also be accessed from the Windows Search box, the Microsoft Edge New tab page, or from any browser at Bing.com or Office.com.

    • In Office apps, including modern SharePoint sites, you’ll find the Microsoft Search box in the header bar: Image showing Microsoft Search box in Office app headers.
    • You can also use the Windows Search box on your taskbar to get the same personalized work results: Image showing people answer with contact details in Windows Search preview pane.
    • For quick access to Microsoft Search, you can use the Edge New tab pageImage showing Office 365 view in Microsoft Edge new tab page.
    • From any browser, you can get results by going to Bing.com or Office.com and signing in to your school or work account: Animated GIF showing people answers on Bing.com and Office.com.

    No matter where you start your work or school search, the results will always be private and secure. Users authenticate by signing in to their Microsoft Entra account and only see results for files, sites, and other information shared with them.

    Also, all search requests from Microsoft Search in Bing are made over HTTPS and the connection is encrypted. Work searches on Bing are de-identified and logs are separated from public search traffic.

    https://lernix.com.my/ai-artificial-intelligence-training-courses-malaysia

  • What is Microsoft Search?

    Microsoft Search is a secure, easily managed enterprise search experience. It’s integrated across Microsoft 365 applications, your desktop, and browser to deliver more relevant internal results and increase productivity.

    Using the power of AI and Microsoft Graph, Microsoft Search provides a familiar search experience to help people in your organization find information—like files, sites, people, answers, and more. Best of all, there’s no initial admin setup and it’s included at no extra cost with your Microsoft 365 subscription. As an owner, decision maker, or admin for your company, school, or nonprofit, use the info in this module to evaluate the experience and potential cost savings of this solution.

    Watch this video for more information about Microsoft Search.

    https://learn-video.azurefd.net/vod/player?id=e0f1d1c5-5e84-44f0-8e3e-3449487a2895&locale=en-us&embedUrl=%2Ftraining%2Fmodules%2Fmicrosoft-search-intro%2Fintroduction

    Scenario: Suppose you’re an IT admin who oversees your company or school’s intranet. Management is looking for ways to reduce support costs while also increasing productivity. Your boss tasks you with finding a way to improve your organization’s search experience. With the current search solution, many users complain it’s often difficult and time-consuming to find work info because it doesn’t index Microsoft 365 content. Also, you’ve been given a limited budget to implement a new solution.

    https://lernix.com.my/cloud-computing-training-courses-malaysia

  • Begin content planning

    When it comes to finding information and getting answers, knowing your users’ needs is key. It helps ensure Microsoft Search delivers the information people in your organization want and need. Here are some things to consider:

    • High-traffic sites or pages.
    • Known user pain points when searching for information.
    • Frequently used apps, tools, sites, and other information sources. For example, people looking for tools to book time off or instructions on how to reset a password.
    • Policies or processes about employee benefits and enrollment information that’s needed on a recurring basis, either seasonally or based on business cycles. Expense reports, quarterly reports, or company meetings, for example.
    • Events, retreats, and conferences people in the organization sponsor or attend.

    The admins from our scenario have compiled a list of information needed by their users. At the top of their list? An answer that shows users how to reset their password on their own. A review of help desk data backs this up. They’re confident Microsoft Search can significantly reduce the number of support tickets by answering this and other common questions. Their next step is to build editorial answers from the Microsoft 365 admin center.

    https://lernix.com.my/kubernetes-containarization-training-courses-malaysia

  • Identify stakeholders and experts who can help

    Creating and finding a wide range of content requires knowledge and expertise in different fields, subjects, and technologies available across your organization. It’s unlikely that a Search admin, or even an IT admin team, will have all the information and details to create authoritative content for the large variety of topics needed.

    To provide the breadth, depth, and quality of answer content that users will likely expect, Search admins should partner with people across their organization. We suggest bringing together a team of key stakeholders to help define and provide the answer content needed and evangelize adoption of Microsoft Search within their teams or groups.

    The table below outlines some of the key people who can help you in the planning and rollout phase:

    StakeholderRole
    Executive sponsorCommunicates high-level vision, including how Microsoft Search supports the core mission and priorities of the organization. Provides leadership to the stakeholder team and helps allocate resources.
    Change management expertsDetermines the process, reviews, and sign offs that may be required to deploy Microsoft Search. Supports internal campaigns and communications to increase awareness and drive adoption of Microsoft Search.
    Subject matter experts (SMEs)Contributes to answer content specific to their teams or functional areas, such as HR, sales, legal, privacy, product or business teams, support, and other key areas. Search admins might consider adding them as Search editors or they can compile content that can be imported. SMEs can also help test search functionality to ensure answers are being correctly triggered and evaluate the overall quality of the search results.
    Champions and/or usersSuggests and helps prioritize answer content and sources, provides peer-to-peer assistance and expertise. They can give unique insight into how people use search within your organization.

    https://lernix.com.my/database-training-courses-malaysia