Manage content search

It encompasses crucial tools and concepts such as content search, content search policies, audits, data governance, and eDiscovery. The understanding and effective management of content search are fundamental to acing the exam and performing competently in the real-world environment.

Content Search in Microsoft 365

Content Search in Microsoft 365 allows you to search across your organization’s data, including email, documents, instant messaging conversations, and even Microsoft Teams. It provides a very powerful tool for information managers and compliance officers who need to carry out investigations or meet legal obligations.

Example – If you need to find all correspondences related to a particular issue or client, you can use the content search to scan through all the data sources and retrieve relevant information. This not only saves time but also helps in maintaining a high level of data compliance.

A typical content search involves:

• Defining the search parameters such as keywords, sender/receiver, date range among others.
• Running the search.
• Previewing and downloading search results.
• Performing additional actions (like deleting or placing content on hold) based on the search results.

Content Search Policies

Content search policies in Microsoft 365 are an essential tool used to preserve data. They are used to hold content that may be necessary to satisfy a litigation requirement or a company policy. From email messages to files in OneDrive, Site Collections, Mailboxes, etc., these policies apply to all.

These policies have two aspects:

• Preservation Policy – It allows you to preserve content for a specific duration based on the necessity.
• Deletion Policy – It outlines the conditions upon which certain content can be deleted.

We can use the security and compliance center to create, manage and enforce these policies.

eDiscovery

eDiscovery (Electronic Discovery) is used for finding, securing, and searching electronically stored information particularly for the litigation process. This includes emails, documents, presentations, databases, voicemails, video files, social media posts, and web pages. The MS-203 exam also covers extensive knowledge about eDiscovery Cases, which helps in securing content within your organization and helps you manage legal cases.

Audits and Data Governance

Microsoft 365 provides a highly detailed audit log that helps administrators review user activity, detect uncommon or risky behavior, and ensure ongoing compliance with internal policies and external regulations. Auditing plays a significant part in managing content search as it gives an insight into activities performed on your data.

Meanwhile, the concept of data governance comes into play. For instance, setting up retention schedules based on business needs, identifying and tagging critical data, and ensuring consistent data classification. These practices are fundamental in managing content search activity effectively and are a featured part of the MS-203 certification exam.

Conclusion

In conclusion, managing content search forms a crucial part of the MS-203 Microsoft 365 Messaging exam. It encompasses important concepts like content search, eDiscovery, audits, and data governance. Mastering these through practical experience and theoretical knowledge will equip you with the skills necessary to ace the examination and approach real-world scenarios with confidence.

Remember, the key to mastering content search management is understanding the concepts, combined with a practical application, and the continual learning of new features and tools Microsoft offers.

Practice Test

True or False: Microsoft 365’s content search functionality is available only for Email.

• True
• False

Answer: False

Explanation: Content search in Microsoft 365 is not limited to Emails. It can be used to search across various locations such as mailboxes, public folders, Teams and SharePoint Online sites, and OneDrive for Business locations.

In Microsoft 365, which of the following can be searched using the content search function?

• a) SharePoint Online sites
• b) Public folders
• c) Mailboxes
• d) Physical Files

Answer: a, b, c

Explanation: Content search function can be used across SharePoint Online Sites, public folders and mailboxes. It is not applicable for physical files.

True or False: Microsoft 365 content search permits to examine managed properties only.

• True
• False

Answer: False

Explanation: Microsoft 365 content search allows the examination of both managed and crawled properties.

You can preview search results directly from content search in Microsoft (True/False)

• True
• False

Answer: True

Explanation: The preview feature available in content search of Microsoft 365 allows you to preview search results.

Content search in Microsoft 365 is eligible for eDiscovery managers. (True/False)

• True
• False

Answer: True

Explanation: In Microsoft 365, eDiscovery Managers can carry out content search for legal and compliance requirements.

Content search is performed in the security and compliance center of Microsoft (True/False)

• True
• False

Answer: True

Explanation: To manage any type of search, we navigate to the Microsoft 365 compliance center.

In Microsoft 365, which of the following search queries supports content search?

• a) Keyword queries
• b) Property restriction queries
• c) AQL (Advanced Query Language)

Answer: a and b

Explanation: Microsoft 365 supports both keyword queries and property restriction queries. AQL is not supported for content search in Microsoft

True or False: Content search results do not require exports.

• True
• False

Answer: False

Explanation: Users can export content search results to a local computer for further use.

You have to use PowerShell to get a list of content search. (True/False)

• True
• False

Answer: True

Explanation: Microsoft provides PowerShell cmdlets that allow you to get a list of content searches.

Keyword queries in Microsoft 365 content search allows wildcard characters. (True/False)

• True
• False

Answer: True

Explanation: The wildcard character “*” can be used to find words that start with certain letters in a keyword query.

Who among the following cannot perform content search in Microsoft 365?

• a) Global administrators
• b) Compliance administrators
• c) Compliance data administrators
• d) Users

Answer: d

Explanation: In Microsoft 365, only Global administrators, Compliance administrators, Compliance data administrators can perform content search. Regular users do not have permission.

You can use a keyword list when you search for Email in Microsoft (True/False)

• True
• False

Answer: True

Explanation: The keyword list helps to perform a search query based on the user-defined keywords.

Content search in Microsoft 365 is case sensitive. (True/False)

• True
• False

Answer: False

Explanation: The content search feature in Microsoft 365 is not case sensitive.

In Microsoft 365, content search is accessible only through the eDiscovery tool. (True/False)

• True
• False

Answer: False

Explanation: Content Search in Microsoft 365 can be accessed through both the Microsoft 365 compliance center and the eDiscovery tool.

All members of your organization can perform a content search in Microsoft 365 by default. (True/False)

• True
• False

Answer: False

Explanation: Only specific roles, like Compliance administrators, Compliance data administrators, and Global administrators, have permission to perform content search in Microsoft

Interview Questions

What is content search in Microsoft 365 Messaging?

Content search is a tool located in the Microsoft 365 compliance center used to find specific types of data across various types of Microsoft 365 data such as emails, documents, and instant messages, to name a few.

Which types of data can be searched using the content search?

The types of data that can be searched using content search includes email messages, attachments, Microsoft Teams and Skype for Business conversations, documents in SharePoint and OneDrive, and third-party data imported into Microsoft 365.

Who has the permissions to manage content search in Microsoft 365?

Compliance administrators, eDiscovery managers and global administrators have the permission to manage content search in Microsoft 365.

What are some scenarios where content searching might be useful in Microsoft 365?

Scenarios where content search might be useful include eDiscovery investigations, searching for lost or hard-to-find data, conducting investigations related to data compliance, and removing unwanted data from your organization.

What is a search scope in terms of content search?

Search scope refers to the locations where the content search is performed. This could be specific mailboxes, sites, or public folders.

What is the purpose of using keywords in content search?

Keywords in content search are used to narrow down the search parameters to find specific types of data. They can be used in creating search queries that can find specific words, phrases, or properties of a document.

How can you search for a specific sender’s email using content search?

You can use the sender’s email address and use it as a keyword in the “Keywords” section while preparing a new content search.

Can you exclude certain words or phrases during a content search?

Yes, you can exclude certain words or phrases during a content search by using the NOT operator in the keywords.

Can content search be used to search in all languages?

Yes, content search supports all languages that are supported by Microsoft 365, though certain non-alphabetic languages such as Chinese or Japanese might require specific syntax to search effectively.

Is it possible to export the results of a content search?

Yes, it is possible to export the results of a content search. Users with the eDiscovery Manager role can do this after a content search. The results can be exported to a local computer or to a network file share.

How long does it take for a content search to be completed?

The time it takes for a content search to be completed depends on several factors including the amount of data that needs to be searched and the complexity of the search query. Microsoft does not provide an exact time frame for completing content searches.

What are the steps to start a new content search?

To start a new content search, go to Microsoft 365 compliance center -> eDiscovery -> Content search -> click on ‘New search’. Provide the necessary details and keywords and start the search.

Can you save or reuse a previous search query?

Yes, you can save and reuse previous search queries. After a search query has been run, you have the option to save the search query for future use.

Can you preview the results of a content search?

Yes, you can preview the results of a content search. After a search is complete, you can select “Preview results” to examine a limited set of results before deciding whether to export the full results.

Can you use a search query to delete content in Microsoft 365?

Yes, after running a content search, you can use the search query to delete matching contents from mailboxes and sites in your organization using the “Search and Purge” functionality.