Searching and Categorizing Documents Using SharePoint Portal Server
Even though this chapter is primarily about SharePoint Team Services, I'll briefly cover one major advantage to SharePoint Portal Server over Team Services. SharePoint Portal Server allows you to index and search for documents stored on the server.
You can perform two types of searches on SharePoint Portal Server: a simple search or an advanced search. A simple search allows you to search for keywords within the document. An advanced search allows you to search for keywords plus additional criteria such as specific property values in the document.
To perform a simple search, use the following steps:
Open Internet Explorer and navigate to the portal's home page (usually found at http://server_name/workspace_name).
Navigate to the Home, Categories, or Document Library tab of the portal page.
Click the Search drop-down list to select the scope of the search. The site administrator can create multiple scopes for searching. A scope can be defined as a subsite or a subset of documents.
Enter your search terms in the box provided and click Go.
Your search results are displayed below the search box.
NOTE
A site administrator can define multiple search scopes for a site. For example, in your site you might have multiple document catalogs. One catalog might contain all of your Excel files for the site. Another catalog might contain all of your Word files. Catalogs can also be defined by type of content. You can create a catalog for meeting minutes and another catalog for meeting agendas. When you're performing searches, it can save time and bandwidth if you search only the scope you need. For example, there's no need to search the Excel catalog if you're looking for a Word document.
To perform an advanced search, use the following steps:
Open Internet Explorer and navigate to the portal's home page (usually found at http://server_name/workspace_name).
Navigate to the Search tab of the portal.
Select the scope from the Search drop-down box.
Enter your search terms in the box provided.
Choose the document profile from the Search By Profile drop-down box to limit the search.
Further refine the search by choosing values of properties in the Search By Properties section of the search page. For example, you can search by document author.
If you want to refine your search to display only items either created or modified within a specific time frame, choose the Documents radio button in the Search by Date section. Use the drop-down provided to choose Created or Modified. Enter a time range you want SharePoint to search within.
Click Go to complete your search.
