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Add keyword terms with Best Bets (Office SharePoint Server)

SharePoint 2007

Updated: January 22, 2010

Applies To: Office SharePoint Server 2007

Updated: 2010-01-22

Keyword terms are defined by an administrator to enhance search results. They can be used in queries from the Search box, the Search Center site, or Advanced Search. When a query includes a keyword term or one of its synonyms, the definition for that term and links to its featured locations or documents, called "Best Bets," are displayed prominently on the search results page, above the core search results.

By defining terms that are often used in searches as keywords, a site collection administrator can provide a standard glossary of names, processes, and concepts that are part of the "common knowledge" shared by members of an organization. When keywords have synonyms and associated Best Bet links, they also become handy tools for guiding users toward recommended resources.

In this article:

To display the Manage Keywords page

To add keywords

To manage Best Bets

Reviewing keywords and Best Bets

To display the Manage Keywords page

The procedure that displays the Manage Keywords page varies depending on whether the Infrastructure Update for Microsoft Office Servers is installed.

Display the Manage Keywords page

  • Complete one of the following steps depending on the status of your installation.

    NoteNote:

    Read permission for the Shared Services Administration site collection is the minimum required to complete this procedure.

    • If the Infrastructure Update for Microsoft Office Servers is installed, in Central Administration, on the Quick Launch, in the Shared Services Administration group, click a shared service.

      On the Shared Services Administration page, in the Search section, click Search Administration.

      On the Site Actions menu, click Site Settings.

      On the Shared Administration page, in the Site Collection Administration section, click Search Keywords to display the Manage Keywords page.

      NoteNote:

      For more information, see Description of the Microsoft Office Servers Infrastructure Update (http://go.microsoft.com/fwlink/?LinkID=121886).

    • If the Infrastructure Update for Microsoft Office Servers is not installed, log on to the home page for the top-level site in the site collection.

      NoteNote:

      Administrator of the corresponding site collection is the minimum required to complete this procedure.

      On the Site Actions menu, point to Site Settings, and then click Modify All Site Settngs.

      In the Site Collection Administration section, click Search keywords to display the Manage Keywords page.

To add keywords

Keywords provide definitions for common terms that are used within your organization. Each keyword entry also can include a list of synonyms and the Web addresses (URLs) for several Best Bet links to recommended content.

Add Keywords

  1. On the Manage Keywords page, click Add Keyword to display the Add Keyword page.

  2. In the Keyword Phrase box, type a word, name, acronym, or phrase to be defined as a keyword.

    TipTip:

    Terms that are often used in searches make good keyword terms. When defining keywords, work from a list of popular sites, processes, and tools used by your organization.

  3. Type terms with a similar meaning in the Synonyms box. The definition of the keyword and its Best Bets is featured above the search results when any synonym of the keyword is used in a query. Separate synonyms with a semicolon (";").

  4. In the Definition box, provide a definition to display above the core search results whenever the keyword is used in a query.

  5. To feature Best Bet links above the search results, click Add Best Bet, and then follow the steps in the To manage Best Bets section.

  6. To store contacts for the keyword, for example reviewers, type an e-mail alias in the Contact box. Click Check Names to verify the alias, or click Browse to select a name using a directory service.

  7. In the Publishing section, you can set a Review Date for keyword reviewers, a Start Date when the keyword's definition and Best Bets begin to appear in search results, and (if wanted) an End Date when the keyword ceases to be active. Click the calendar next to each date that you want to set.

    NoteNote:

    The current date appears as the default Start Date. If you leave the End Date box empty, the keyword does not expire.

  8. Click OK to finish defining the keyword.

    NoteNote:

    Keywords and their Best Bets are stored in their own database tables and become effective immediately.

NoteNote:

To add Best Bet links to an existing keyword, move the cursor over the keyword, expand the menu that appears, click Edit , and then follow the steps in the To manage Best Bets section.

To manage Best Bets

Best Bets can link to recommended Web sites, data stores, and documents. When a user includes a keyword or one of its synonyms in a query, the search results page features links to its associated Best Bets above the core results, along with its definition. This enables the administrator to guide users toward recommended locations and authoritative pages.

NoteNote:

Keyword terms in queries must match the keyword or its synonym exactly. Partial matches won’t work. Keywords can only be used within the site collection where they are defined. Keyword definitions and their Best Bet links (if any) are displayed when the Search box sends its query results to a search results page that is within the same site collection, and includes the Best Bets Web part.

For example, you might define payroll as a keyword and include the URL for the home page of your Payroll department as one of its Best Bet links. When a user types the keyword term payroll in the Search box, the search results then includes a link to your company's payroll site.

Manage Best Bets

  1. On the Manage Keywords page, move the cursor over the name of a keyword, expand the menu that appears, and then click Edit to display the Edit Keyword page.

    Or to create a new keyword with Best Bets, click Add Keyword, and then follow the steps in the earlier section To add keywords.

  2. In the Best Bets section of the Manage Keywords or Add Keyword page, click Add Best Bet.

  3. If you have already created other keywords with Best Bets, the Add Best Bet dialog box offers options to Select existing best bet or to Add new best bet.

    To reuse an existing Best Bet:

    1. Choose Select existing best bet.

    2. Select one or more Best Bets from the list. This adds these Best Bets to the present keyword.

    To create a new Best Bet:

    1. Choose Add new best bet.

    2. In the URL box, type its Web address.

    3. In the Title box, type the link text for the Best Bet link.

    4. In the Description box, type text to display beneath the Best Bet link.

    5. Click OK to finish creating the new Best Bet.

  4. Each Best Bet entry that is associated with a keyword includes links to Edit, Order, or Remove the Best Bet.

    1. To change the URL, Title, or Description of a Best Bet, click Edit, and then type the new information in the box. Click OK to save your changes.

      NoteNote:

      When you edit a Best Bet that is shared among several keywords, it is changed for all of the keywords that use it.

    2. If a keyword includes multiple Best Bets, use the Order list to set the order in which they appear on the search results page.

    3. To remove a Best Bet from a keyword, click Remove.

      NoteNote:

      A Best Bet can be added from the Select existing best bet list only if it is in use in at least one keyword. When a Best Bet is no longer in use in any keyword, it is deleted.

Reviewing keywords and Best Bets

In the Publishing section of the Add Keyword page, you can set a Review Date for keyword reviewers. To do so, follow the procedures in the earlier section To add keywords.

Keyword reviewers must be a site collection administrator for the site collection to use the Manage Keywords page. They can then use the Keywords Requiring Review link to filter the page to display the keywords that require review, or the Expired Keywords link to display the keywords that have expired.

See Also

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