Manage content search

Introduction:

In Microsoft 365 Messaging, content search plays a crucial role in managing and discovering information within the organization’s email and communication channels. With content search, administrators can search for specific content across mailboxes, public folders, Teams, and other sources. This article will guide you through the process of managing content search in Microsoft 365 Messaging, allowing you to effectively locate and manage the information you need.

Understanding Content Search:

Content search in Microsoft 365 Messaging enables administrators to search for specific content within mailboxes, public folders, SharePoint sites, and Teams. It uses keywords, queries, and conditions to filter and find information within the organization’s content sources. Content search is particularly useful in various scenarios such as legal investigations, compliance audits, and data loss prevention.

Creating and Running a Content Search:

To create and run a content search in Microsoft 365 Messaging, follow these steps:

Step 1: Access the Microsoft 365 compliance center:

1. Sign in to the Microsoft 365 compliance center (https://compliance.microsoft.com) using administrative credentials.
2. Navigate to “Solutions” and select “Content search.”

Step 2: Create a new content search:

1. Click on “New search” to create a new content search.
2. Enter a name and description for the search to help identify its purpose.
3. Choose the mailboxes, public folders, or other content sources you want to search.
4. Specify the search query using keywords, conditions, and logical operators.

Step 3: Customize search settings:

1. Select the scope and criteria for the search, such as searching all content or specific locations.
2. Set options for what to include in the search, like email attachments, instant messages, or SharePoint sites.
3. Choose the date range for the search to refine the results.

Step 4: Run the content search:

1. Save the search and click on “Preview results” or “Start search” to initiate the search process.
2. Preview results provide a sample of the content matching the search criteria.
3. Start search initiates the search and allows you to export or analyze the results.

Exporting and Analyzing Content Search Results:

Once you have run a content search and obtained the desired results, you can export or analyze them using Microsoft 365 tools. Follow these steps to export and analyze the content search results:

Step 1: Exporting search results:

1. From the content search page, select the desired search and click on “Export results.”
2. Choose the format (e.g., PST, CSV) and the destination for exporting the results.
3. Specify the data range and filters if necessary.
4. Start the export process, and the results will be saved to the specified location.

Step 2: Analyzing search results:

1. Exported results in PST format can be opened using Microsoft Outlook or other compatible email clients.
2. Analyze the exported data for compliance, auditing, or investigation purposes.
3. Use third-party tools or scripts to extract specific information or generate reports based on the exported content.

Managing Content Search:

Content searches can be managed and modified as per the organization’s requirements. Follow these tips to efficiently manage content search in Microsoft 365 Messaging:

1. Refine search queries: Use advanced search operators, wildcards, and logical operators to narrow down search results and focus on specific content.
2. Save and reuse searches: Save frequently used content searches to avoid the need to recreate them every time. This helps in streamlining the search process.
3. Schedule recurring searches: Set up recurring searches to automatically run at specified intervals, enabling continuous monitoring of content sources.
4. Review search statistics: Regularly review the search statistics and reports to understand search effectiveness and identify patterns or trends within the content.
5. Delete or modify searches: Delete or modify unnecessary or outdated content searches to keep the search list organized and avoid confusion.

Conclusion:

Content search in Microsoft 365 Messaging is a powerful tool for managing and discovering information within an organization. By following the steps outlined in this article, you can create, run, and manage content searches effectively. Remember to always refine your search queries, export and analyze the results, and make use of the available tools and features to optimize your content search experience in Microsoft 365 Messaging.