How to search for documents
Searching from within a workspace
From within a workspace, you can search for documents inside the workspace by following these instructions:
- Write a search phrase in the search box above the list of documents:
The options that you have are:
- Select any of the available options presented as drop-downs under the search box, resulting in a document filtering on the selected tag/value
- Press the “Enter” key on the keyboard, which will search for any documents that the searched phrase in the documents’ names, their metadata or as free text inside the documents. A tag with the search phrase will then be shown above the document list:
and the documents in the list will be filtered to reflect the search phrase:
In the example above, the searched phrase GDPR is available as metadata and as part of the document-name for all documents, except for one, where the phrase will be inside the document, as free text.
If you want to broaden the search to show results from all workspaces as well as other locations in Office 365, including your personal OneDrive, you click on the link “Show results from all locations”:
SharePoint’s search page will open in a new tab, showing results that match the searched phrase. For hints on how to search efficiently, please read the advanced search instructions
Searching from MetaShare’s start page
From MetaShare’s start page you can search for documents across all workspaces as well as other locations in Office 365, including your personal OneDrive, by following these instructions:
- Go to MetaShare’s start page
- Click on the “Documents” tab.
- Write a search phrase in the search box.
- SharePoint’s search page will open in a new tab, showing results that match the searched phrase. For hints on how to search efficiently, please read the advanced search instructions
- A search, within a workspace, can be combined with a regular filtering, in this case a “Clear all filters” button will also be shown, to the right of the applied filters.
- Any conducted search will be added to the URL of the page, so after having conducted a search, maybe combined with a filtering or sorting, you can bookmark the page or easily share this search/filtering/sorting with others by copying it to an e-mail or to a page on an intranet.
- If you have misspelled a search phrase you can remove the search filter, by clicking on it,
the search phrase will be moved back to the search box, making it easier to conduct a new search, now spelled correctly:
- If you want to search for a total new phrase just type a new phrase in the search box and it will replace the earlier search query.
- In order to get good performance, the search function uses a search index. The documents must first be queried and indexed before they can be found by the search engine. Therefore, documents that have just been uploaded will not be available until after the next indexing, which usually takes about 15 minutes.
- A search query may not exceed 2 048 characters.
- Uppercase/lowercase is ignored when searching. The exceptions are the logical (Boolean) operations, read more about it under advanced search
- If the search phrase consists of multiple keywords, documents containing all the keywords in its content will be listed.
- If the search phrase is written within quotation marks, documents containing the exact search phrase in its content will be listed.
- Underscore in file name is considered as a word separator (space), ex. Final Report_DMS_project.doc is equal to Final Report DMS project.doc.
- If you search for a phrase that includes a dot, e.g. “2.4 Digital media”, the recommendation is to exclude the part that has a dot and just search for “Digital media”.
- SharePoint has an algorithm for sorting search results in the search list, based on relevance. The relevance order is: the document’s title, the document’s name, other document metadata and finally free text inside the document.
- SharePoint search only indexes the first 150 MB of a document. If the document is larger than this, then the rest of the document will not be indexed.
- SharePoint search can only index documents with less than 2 million characters.