How to effectively search within O365 (The Well in the cloud)

As we move The Well and Wise Group intranets into the cloud, we will see more features and a slightly different way of doing things. One way The Well works differently in the cloud is the ability to directly search for information just within The Well, or just within the File Server.

On every page on your Intranet you will now see a search box on the right hand side of the menu.

The search box contains a drop down menu where you can specify where you'd like to start searching. There are four options, as outlined below.

The default option will only search within The Well and any intranet(s) you have access to. So if you type something into the search field, it will only bring up results from within those areas. BUT, it is also very easy to switch to searching the File Server by simply clicking on that option (found under the search box) once you’ve done an initial search.

When searching, the system looks at both the title and content of all related documents and information. Remember the results will only show you what you have access to, which will be different for each person.

Preview pane Many documents housed within The Well can be viewed in a preview pane before you click into them – this is particularly helpful when you don't want to open a document only to discover it's not the one you are looking for. This feature is only available within The Well and intranet search, not the File Server.

Results

• Result type: whether the information is within a page, email, word document, pdf etc.
• Author: person who created the information.
• Modified date: when the information was last modified (with a bar that you can slide to reduce the number of hits if you have a rough idea when it was last modified).

Security concerns The Well search knows who you are! The results you see when you search for something are different to the results someone else will see when doing the exact same search. Remember the File Server search will also search your OneDrive files and folders (your OneDrive is your private drive). Nobody else has access to these files and folders. If you have a file called ‘example.doc’ in your OneDrive and you do a search for ‘example’, the search will find this document. But if someone else searches for ‘example’ it will not under any circumstances find your document called ‘example.doc’ in your OneDrive drive.

The File Server search will search any network drives you have access to – so it will show all files that are saved in locations you have access to.

If someone saves a super-sensitive-file in a location on the The Well, intranet or on a network drive you have access to, then this file can be found when you search for it. There is nothing we can do to stop this other than ask everyone to consider where they save their files. If you are working on a sensitive file, please think twice before you click save. If you are unsure where to save something sensitive or confidential, please check with your manager.