Video - Searching in SharePoint using MacroView DMS

Searching in SharePoint using MacroView DMS

MacroView DMS provides several ways to find a document saved to SharePoint:

• Filtering
• Find Files
• Advanced Search
• Search MacroView Tree

Filtering documents

Filtering documents is filtering the name of a file, not the contents.  To filter the contents of a library or folder, move the mouse to the column heading and the _V will appear:

Enter the word or words you want to filter e.g. lot

The filter icon is placed on the column heading.  To clear the filter choose the Clear button on the View ribbon:

Find Files

Find Files provides you with the means to perform a “quick search” in SharePoint, searching content as well as the name of a document; subject of the email; and metadata.  Select the library or folder you want to search in then enter word(s) into the Find Files box

Example Search - search for the word “scenic”:

Results below returns one document with “scenic” in the name of the Word document and for the PDF found, the word “scenic” is in the content of the document:

“scenic” is in the content of the PDF returned using Find Files:

Alternatively, use Search in Preview:

To cancel the quick search, click the X

Searching documents saved in SharePoint

In Microsoft Outlook, the Search option is below the MacroView Tree:

MacroView Advanced Search offers two search types:

Under the search panels, use Search to execute a search and Clear to begin a new search.

Example keyword searches:

Search 1

Searching for 2 words in “All of these words” – each word shows in the Summary column:

Search 2

Searching for 2 words in “Any of these words” will return more results – each word shows in the Summary column:

Filter results by Type of document

Export Search results to Excel

This option allows search results to be exported to a .xlsx file which can be opened and formatted in Excel.

Choose the location to export to and give the file a name:

Example email searches:

Search 1

Searching for who the email was sent to, enter the name (not email address) in “To”:

Search 2

Add the name of who the email was from to narrow down search results:

Search 3

Including the email date is extremely helpful when searching for emails – first tick the checkbox then use the calendar picker icon:

Default calendar displays Today:

Click on the back arrow to select a month in the past OR click on the current month:

Click on back arrow to select a previous year:

Click on the year to display decades:

Search MacroView Tree

Choose to search entire SharePoint online Server or specific location (site | library | document set | folder):

Enter text to find site, library, document set or folder:

Saved Search

If a search is repeatedly used, consider saving the search for future use.  From the list of Recent Searches in Recent (bottom of MacroView tree in Outlook | top of MacroView tree in DMS Explorer), right-click and choose Add to Favourites:

Suggestion – create a group in favourites called "My Saved Searches":

Search this location

Search will search in the SharePoint Tenant across all sites you have security access to, but if you know the site or library or folder you wish to search in, use Search this location

Perform the search and when the results are returned, you will see this yellow bar reminding you that you have restricted the search location:

To Clear Search Location

Click the Clear button not the x in red circle, that button will hide the yellow banner only.