They provide you with a way to search for content in email, documents, instant messaging conversations and more, across your organization’s Office 365 apps such as Exchange Online, SharePoint Online, OneDrive for Business, Microsoft Teams, and Skype for Business. These searches are based upon specified requirements, depending on what content needs to be found. In the context of the MS-101: Microsoft 365 Mobility and Security exam, we’ll explore how to specify content searches based on these requirements.
Specifying a Content Search in Microsoft 365
In the Microsoft 365 Compliance center, you can specify a content search by following these steps:
- Navigate to the Content search option under the Search & Investigation panel.
- Click on the ‘+ New search’ button.
- Configure the settings for the content search:
- Keywords: Define the keywords to conduct the content search. For example, searching for ‘project XYZ’ will retrieve content containing this phrase.
- Locations: You can either search in all locations or specify certain locations. For example, all mailboxes, public folders, all sites (including SharePoint and OneDrive accounts), or select specific users, groups, or sites.
- Conditions: These are optional filters that you can apply to your search. Examples include date ranges, sender or recipient identities, or the type of content (such as email, documents, instant messages).
- After defining your search parameters, click the ‘Search’ button.
Examples of Specifying a Content Search
Consider a scenario where you want to search all emails sent by a specific user, John Doe, which contain the term ‘confidential project’. Here’s how you would specify it:
- In the Keywords field, type ‘confidential project’.
- In the Locations, select ‘Users, groups, or teams’, then type and select John Doe’s user identity.
- Set a condition. In the ‘Where’ dropdown, choose ‘Sender’, then in the ‘value’ box, type John Doe’s email address.
- Click the ‘Search’ button.
Another example would be if you needed to search all content related to a specific project, ‘Project Phoenix’, within a certain timeframe, January 1, 2022, to December 31, 2022. Here’s how you define that search:
- In the Keywords field, type ‘Project Phoenix’.
- Select ‘All locations’ as you want to search across the entire organization.
- Set the following conditions:
- Set one condition where the ‘Date’ is ‘between’ values of ’01/01/2022′ and ’31/12/2022′.
- Click ‘+ Add condition’ to add another condition, then select ‘Content contains’, then type ‘Project Phoenix’ in the value box.
- Click the ‘Search’ button.
Comparison of Content Search Without and With Conditions
| # | Without Conditions | With Conditions |
|---|---|---|
| 1 | Searches for the keyword ‘confidential project’ in all locations across the organization. | Searches for emails from John Doe containing the term ‘confidential project’ |
| 2 | Results can be extensive and may contain content that is not completely related to the search requirement. | Results are more specific, filtered to a particular user’s communication and a specific term. |
| 3 | It requires a lot of effort and time to sort through the returned results and find relevant items. | Because conditions filter search results before they are returned, it saves time and effort on analysis. |
It’s imperative to streamline content searches based on your requirements to enhance efficiency, accuracy, and relevance in the investigative tasks. Microsoft 365’s Content Search tool allows for this customization, giving administrators the control they need in managing and securing organizational communication. Understanding this feature is critical in the MS-101 Microsoft 365 Mobility and Security exam.
Practice Test
True/False: In Microsoft 365, a compliance administrator can create and run a content search to search for and delete an email message in a user’s mailbox.
- True
- False
Answer: True
Explanation: Compliance administrators in Microsoft 365 are granted with the necessary permissions to run content search and carry out actions like purging an email from a user’s mailbox.
What are Four of the base permissions that an eDiscovery manager must have to create a case in the Compliance Center?
- A. Mailbox Import Export
- B. Organization Management
- C. Compliance Management
- D. Compliance Search
- E. Role Management
Answer: A, B, C, D
Explanation: The eDiscovery manager must have Mailbox Import Export, Organization Management, Compliance Management and Compliance Search base permissions to create a case.
In terms of Microsoft 365,
- A. After creating a content search, you can preview search results from a maximum of 100 mailboxes.
- B. After creating a content search, you can preview search results from an unlimited number of mailboxes.
Answer: A
Explanation: You can preview search results from a maximum of 100 mailboxes in Microsoft 365, after a content search has been created.
True/False: Content search is a compliance search tool that can only scan email data.
- True
- False
Answer: False
Explanation: Content search in Microsoft 365 compliance center can be used to scan different types of data locations, not only email data.
What is the maximum number of content searches that a compliance manager can run at the same time?
- A. 2
- B. 10
- C. 20
- D. Unlimited
Answer: A
Explanation: A Compliance manager can run up to 2 content searches at the same time.
True/False: SharePoint and OneDrive files that are encrypted with their own key can’t be returned in a content search.
- True
- False
Answer: True
Explanation: Encrypted files, such as those in SharePoint and OneDrive, have their own individual encryption keys and cannot be returned in a content search.
Which of the following role groups is assigned permissions to perform a content search?
- A. Compliance Administrator
- B. Compliance Data Administrator
- C. Organization Management
- D. Discovery Management
Answer: D
Explanation: The Discovery Management role group is assigned with permissions to perform a content search.
True/False: You can use Content Search to search the personal chats of users in your organization.
- True
- False
Answer: True
Explanation: Content Search can scan and search through the personal chats and messages of users in compliance with privacy regulations.
Which of the following filter properties can you use to increase the precision of a content search?
- A. Last Modified Date
- B. Author
- C. Title
- D. File Size
- E. All of the above
Answer: E
Explanation: All these filter properties – Last Modified Date, Author, Title, File Size can be used to increase the precision of a content search.
True/False: You can’t export the results of a content search.
- True
- False
Answer: False
Explanation: You can export the results of a content search, which is a crucial action for eDiscovery purposes.
Interview Questions
What is Content Search in Microsoft 365?
Content Search is a tool used in Microsoft 365 for searching mailboxes, sites, and public folders in Office 365. Administrators can use it to find specific types of data across their organization and can also export these findings to a CSV file.
How can you specify a base content search based on requirements in Microsoft 365?
To specify a base content search based on requirements in Microsoft 365, you need to navigate to the Content Search page in the Microsoft 365 compliance center, and then click on New Search. You can then fill out the keywords, conditions, and locations for your search.
Can you use Boolean operators in your Content Search query in Microsoft 365?
Yes, you can use Boolean operators like AND, OR, NOT along with parentheses and quotation marks to formulate more complex queries in your Content Search.
How can you modify a Content Search?
A Content Search can be modified by going to the Content Search page, selecting the search you want to modify, and clicking Edit. Changes can be made to the query, conditions, or locations, and the search can then be rerun.
What can you do with the results from a Content Search in Microsoft 365?
The results from a Content Search can be previewed directly in the Microsoft 365 compliance center. You can also export the results to a local computer for further analysis.
Can you use Content Search to delete content in Microsoft 365?
Yes, you can use “Content Search” to search and then delete content that meets the search criteria by using the “Search and Purge” functionality in Microsoft 365.
What is the requirement to use Content Search in Microsoft 365?
To use Content Search in Microsoft 365, you should have relevant permissions such as eDiscovery Manager role group, Compliance admin, or a custom role group with appropriate permissions.
How many Content Searches can a Microsoft 365 organization have?
A Microsoft 365 organization can have up to 2 million content searches.
What is targeted collection in the context of Content Search in Microsoft 365?
Targeted collection lets you collect content from specific locations, such as mailboxes and sites. You can then export that content for further investigation.
How do you export the results of a Content Search in Microsoft 365?
After finishing a Content Search in Microsoft 365, you can select the search and then click Export results to initiate an export of the results. Exporting provides a .zip file containing the search result data.
What kind of data can be searched in Microsoft 365 using Content Search?
The Content Search feature in Microsoft 365 can search through data in Exchange Online mailboxes, Teams, SharePoint Online sites, OneDrive for Business locations, and Office 365 Groups.
Is it possible to use Content Search without any assigned roles in Microsoft 365?
No, to perform a Content Search in Microsoft 365, you need to be assigned to the eDiscovery Manager role group, or a compliance administrator, or a custom role group with appropriate permissions.
How can conditions be used in the content search process in Microsoft 365?
Conditions in Microsoft 365 Content Search allow you to narrow down your search by specifying parameters like sender, recipient, date range, type of document, etc.
Can I run a Content Search from my mobile device?
No, Content Search requires you to use either the Microsoft 365 compliance center or the Security & Compliance Center in Exchange admin center which are not available on mobile devices.
What are the steps for conducting a Content Search for a specific user in Microsoft 365?
To conduct a Content Search for a specific user, navigate to the Content Search page, click on New Search, under the Locations section click on Specific Locations, then Select Users, Groups or Teams, and add the specific user or email address.
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