Viva Engage - Using the search function Tutorial

In this video, you will learn about using the search function in Microsoft 365. The video covers the intelligent search feature in Microsoft 365, which allows you to find documents, images, videos, people, and conversations.
You can search through all your documents and access your most recently used documents with just a few clicks.
The search bar is located at the top of your Microsoft Office apps, and it is available on both web and desktop apps.
Additionally, you can use Microsoft Edge to run an online search in the Microsoft Bing search engine, searching not only the internet but also your entire Microsoft 365 account.
Using the intelligent search tool in Microsoft 365 will help you save time and improve efficiency in your searches.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to effectively search for information within a group, utilizing various search options and features available for file management.

Chapitres :

Introduction to Searching for Information
In today's digital environment, finding the right information quickly is essential. This guide outlines the various methods available for searching within a group, ensuring you can locate the necessary documents and files efficiently.
Performing a Direct Search
The first and most straightforward method to search for information is by using the dedicated search bar. Here are the key points to consider: - **Keywords**: Enter relevant keywords to initiate your search. - **Engaged Communities**: By default, the search encompasses all your engaged communities. - **Content Type**: You can specify the type of content you wish to search for, such as documents, images, or videos. - **Specific Group**: Narrow down your search to a particular group if needed. - **Date Range**: To refine results further, specify a date range for the publication of the content.
Understanding Search Results
When you conduct a search, the results will display a list of documents. Each document will indicate its source, whether it is from a group or a private message. This helps you identify the context of the information.
Accessing Files in Groups
If you cannot find a file through the search bar, you can access the main page of the group and click on the 'Files' tab. Here’s what you can do: - **View Files**: All files saved by group members will be displayed. - **File Details**: For each file, you can see detailed information, including the file name, type, and the person who last updated it. - **Refining Your Search**: You can choose to display all file types or filter by specific types such as documents, images, or videos.
Accessing and Managing Files
Once you locate the desired file, click on its name to access it. The following options are available: - **View Original Message**: You will see the original message or post associated with the document. - **Download or Print**: You can download the file or print it directly if it is a document. - **Editing Rights**: If you have the necessary permissions, you can edit the file.
Administrator and File Owner Privileges
If you are an administrator or the file owner, you have additional capabilities: - **Modify or Delete**: You can modify or delete the file as needed. - **Mark as Official**: You can mark the file as official and lock it to prevent further changes. - **Access Buttons**: Utilize the various buttons located in the right-hand panel for these actions.
Conclusion
In summary, effectively searching for information within a group involves utilizing the search bar, understanding the results, and managing files appropriately. By following these guidelines, you can enhance your ability to find and handle documents efficiently, ensuring a smoother workflow.

FAQ :

How do I search for information within a group?

You can search for information by entering keywords in the dedicated search bar. You can refine your search by selecting the type of content and the specific group, as well as specifying a date range.

What should I do if I can't find a file?

If you can't find a file through the search, go to the main page of the group and click on the Files tab to view all files saved by group members.

Can I edit a file I found?

If you have the necessary rights, you can edit the file. Administrators and File Owners have additional permissions to modify, delete, or mark files as official.

What information can I see about a file?

You can view the file name, type, and the person who last updated it. Additionally, you can access the original message or post associated with the file.

What happens if I mark a file as official?

Marking a file as official prevents further changes and indicates that it is an authoritative version of the document.

Quelques cas d'usages :

Team Collaboration

In a project team, members can use the search bar to quickly find relevant documents or files shared within the group, enhancing collaboration and efficiency.

Document Management

Administrators can manage files by marking important documents as official, ensuring that team members are always accessing the most current and accurate information.

Content Organization

By utilizing the Files tab, group members can organize and categorize files, making it easier for others to find necessary resources without extensive searching.

Event Planning

During event planning, team members can search for past event files to reference successful strategies or materials, improving the planning process.

Training and Onboarding

New employees can use the search functionality to find training materials and documents shared in their onboarding group, facilitating a smoother transition into the company.

Glossaire :

search bar

A dedicated input field where users can enter keywords to find specific information within a group or community.

engaged communities

Groups or networks where users actively participate and share information.

content type

The category of information being searched, such as documents, images, or videos.

date range

A specified period during which documents were published, used to filter search results.

Files tab

A section within a group where all files shared by members are stored and can be accessed.

file name

The title or label assigned to a file, which helps identify its content.

file type

The format of a file, such as document, image, or video, which determines how it can be used or viewed.

administrator

A user with elevated permissions who can manage group settings, including file modifications.

File Owner

The individual who uploaded a file and has the rights to modify or delete it.

official file

A file that has been marked as authoritative or final, preventing further changes.

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To search for information,

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you have several options.

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The 1st and most obvious is to perform a

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direct search within the group by entering

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keywords in the dedicated search bar.

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By default, the search is conducted

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across all your engaged communities.

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You can choose the type of content

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in which you want to perform your

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search as well as the specific group

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in which you want to conduct it.

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To further refine your results, you can

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also specify a date range of publication.

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Please note that in the list

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of documents presented to you,

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the source of each document is detailed,

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whether it's a group or a private message.

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If you're searching for a file

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and can't find it this way,

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you can also go back to the main page of a

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group and click directly on the Files tab.

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On the displayed page, you can view

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all the files saved by group members.

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For each file,

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you will have access to detailed

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information such as the file name,

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type, or the person who last updated it.

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For example,

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to refine your search by clicking here,

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you can choose to display.

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All file types or only documents,

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images or videos.

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Once you have found the file

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you are looking for,

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click on its name to access it.

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Whether the document is from

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a group or a private message,

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when you open it,

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you will find the original message

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or post along with its information

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as well as the document itself.

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From this viewer you can download

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the file or if it's a document,

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you can directly print it.

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If you have the necessary rights,

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you can also edit the file.

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Please note that if you are an

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administrator or the. File Owner.

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You will have the ability to modify,

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delete or even mark the file as

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official and lock further changes

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using the various buttons located

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in the right hand panel.

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