Part IV in Microsoft Office

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You should be aware that it s impossible to create overlapping content sources For example, it s impossible to create a content source with a start address of http://myroot and then create another content source with a start address of http://myroot/subsite TIP When configuring a search on larger farms, it s important that you determine which content is most likely to be updated frequently Since content crawls run on a schedule, it s good practice to split the corpus into a number of smaller content sources Doing this will allow greater control over how frequently particular content is indexed and therefore how current search results are for that content As well as content sources, which define the starting point of any search crawl, SharePoint also allows us to define crawl rules You can use crawl rules to exclude certain files or folders, or to specify that particular credentials should be used when accessing particular files or folders An important new feature in SharePoint 2010 is the ability to use regular expressions when defining crawl rules

As mentioned earlier, when content is crawled, an index of the content is created along with a property database Generally speaking, the index contains the main body of the content, whereas the property database contains metadata So to give an example, when a Word document is crawled, the contents of the document are included in the index, and any properties of the document such as the title, author, or the creation date are added to the property database The property database contains details of all metadata properties for each item indexed by the crawler process However, since different items may define the same metadata in different ways, SharePoint incorporated the notion of managed properties A managed property is a logical grouping of crawled properties from one or more indexed content types For example, when an Excel spreadsheet is crawled, author metadata will be retrieved and stored in the property database; however, if an MP3 file is crawled, artist metadata will be retrieved Logically, both artist and author could be grouped into a managed property named Creator, for example By making the grouping, it becomes possible for you to search multiple content types using a common set of attributes without your having to understand how those attributes map to the underlying metadata of the content Mapping crawled properties to managed properties is particularly important when you re indexing SharePoint content, since each column in a list or library is stored as a crawled property When it comes to properties such as Title or Created By, the mapping is straightforward, since these properties are present on every item and therefore the mapping is simply one-to-one However, as you create custom content types to accommodate your application data structure, the mapping becomes a bit more involved Mapping crawled properties to managed properties does not occur automatically If, for example, you have a list named Product containing a Product Name column and a second list named Orders also containing a column named Product Name, these two columns will not be automatically mapped to a managed property You would physically need to map both crawled properties to a new managed property TIP When using site columns, each instance of the column makes use of the same crawled property So, in our example, if Product Name was a site column, you d need to map only one property to your managed property rather than two

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The key thing to be aware of with respect to managed properties versus crawled properties is that only managed properties can be displayed in search results or used for filtering or refining results