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To understand how Microsoft Search is performing in your organization, review your usage analytics in the Insights section of the Search & intelligence settings. For more information, see Microsoft Search Usage Reports.

Search data is available for:

• Office.com
• Microsoft Search in Bing work tab (page URLs that begin with bing.com/work)
• SharePoint Home (the site with URL ending in /SharePoint.aspx)

Search insights include reports and data for:

To get an Excel file with this same data, use the download arrow next to each report.

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Providing authoritative and accurate information in answers is critical to keeping users engaged with search. Search admins or editors should review suggested bookmarks regularly.

Review suggested bookmarks

Microsoft Search will evaluate SharePoint sites in your organization to identify high-traffic links and publish bookmarks for them. This evaluation is done on a 30-day cycle. If you opt to add them to your suggested bookmarks list instead of automatically publishing them, we encourage you to review the suggestions every month.

Keep seasonal content current

Answers that reference recurring events should be reviewed and updated on an ongoing basis. They might include information about:

• Annual meetings
• Benefit enrollment periods
• Holidays and holiday events
• Quarterly reports and deadlines

You can also use settings to publish or expire a bookmark or Q&A on a specific date.

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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.

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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:

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. 
5. Select Publish or Save to draft.

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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.

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 Edit. 
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.

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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.

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.

Recommended bookmarks and exclude URLs

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.

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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.

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

• 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.

• 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.

• 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.

• Acronyms: Create answers to help users find and understand acronyms and abbreviations commonly used in your organization.

• Shared and upcoming meetings: See what’s coming up on your calendar, see shared meetings, and free/busy time for people in your organization.

• Locations and floor plans: See building, office, and campus locations on a map along with the street address or find offices or desk locations.

• 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.

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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: 
• You can also use the Windows Search box on your taskbar to get the same personalized work results: 
• For quick access to Microsoft Search, you can use the 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: 

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.

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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.

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.

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