Small Tips and Tricks : SharePoint Online – Getting the reports on queries – Top Queries, Abandoned queries, No result queries…

Microsoft 365 admin center - Search administration - Reporting page
Microsoft 365 admin center - Search administration - Reporting page

Hi All,

Greetings for the day!!!

Today small tip on how to get to know Top Queries performed / happened for my Site / Tenant, which queries are abandoned / which queries did not returned results…

Background :

  • My manager asked me – how can we generate the following reports in SP site
    • Top queries by month
      • These queries are most popular search queries
      • A query is added to this report when it’s searched at least three times with a click on a result
    • Abandoned queries by month
      • Abandoned queries are popular search queries that receive low click-through
    • No result queries by month
      • popular search queries that returned no results
      • These queries are actually useful to improve the finding content

Since I was also not completely aware, looked into bit and found settings. So this small article.

We can generate these kind of reports at

  • At SiteCollection level
  • At Tenant level

Details / Steps

Generating Reports at Site Collection level

  • Navigate to your site collection
  • Click on Gear icon (right top corner) to open the “Settings” menu as shown in below fig
  • Click on “Site information” link
fig : SharePoint online site collection >> Settings >> Site information
fig : SharePoint online site collection >> Settings >> Site information
  • On click of “Site information” link from “Settings” menu, “Site Information” panel will open as shown in below fig
  • From “Site Information” panel click on “View all site settings” link at bottom
fig : SharePoint online site collection >> Settings >> Site Information >> View all site settings
fig : SharePoint online site collection >> Settings >> Site Information >> View all site settings
  • On click of “View all site settings” link we will be redirected to “settings.aspx” (_layouts/15/settings.aspx) page as shown in below fig
  • In second column at bottom there is section “Microsoft Search” and link – “Configure search settings” as in below fig
fig : SharePoint online site collection >> Settings >> Microsoft Search >> Configure search settings
fig : SharePoint online site collection >> Settings >> Microsoft Search >> Configure search settings
fig : SharePoint online site collection - Microsoft Search page - /_layouts/15/SiteAdmin.aspx
fig : SharePoint online site collection – Microsoft Search page – /_layouts/15/SiteAdmin.aspx
  • On “Microsoft Search” page we will have various reports
    • Impressions by result type as in below fig
fig : SharePoint online site collection- Microsoft Search page - /_layouts/15/SiteAdmin.aspx - Impressions by result type report
fig : SharePoint online site collection- Microsoft Search page – /_layouts/15/SiteAdmin.aspx – Impressions by result type report
  • We have reports / result for
    • Top queries
    • No result queries
    • Abandoned queries
fig : SharePoint online site collection- Microsoft Search page - /_layouts/15/SiteAdmin.aspx
fig : SharePoint online site collection- Microsoft Search page – /_layouts/15/SiteAdmin.aspx
  • We have an option to get the reports for duration – Past 31 days or Past 12 months as shown in below fig
fig : SharePoint online site collection- Microsoft Search page - /_layouts/15/SiteAdmin.aspx
fig : SharePoint online site collection- Microsoft Search page – /_layouts/15/SiteAdmin.aspx – Option for duration – either Past 31 days or Past 12 months

Generating Reports at Tenant level

  • From SharePoint admin center we could generate search reports at tenant level

Details / Steps

  • Navigate to Microsoft 365 admin center https://admin.microsoft.com/
  • Next navigate to SharePoint admin center
    • From Microsoft 365 admin centers, from left pane
    • Admin centers
    • SharePoint
    • Microsoft 365 admin center >> Admin centers >> SharePoint
fig : Microsoft 365 admin center
fig : Microsoft 365 admin center
  • From SharePoint admin center, navigate to “More features” from left side pane as shown in below fig
fig : Microsoft 365 admin center >> More features
fig : Microsoft 365 admin center >> More features
  • On click of “More features” we will be navigating to classic features page as shown in below fig
  • We are on classic SharePoint admin center page
  • We will navigate to “Search” administration page
  • Please click on “Open” button under Search box as shown in below fig
fig : Microsoft 365 admin center >> More features >> Search - Classic SharePoint admin page
fig : Microsoft 365 admin center >> More features >> Search – Classic SharePoint admin page
  • We will be redirected to Search administration page _layouts/15/searchadmin/TA_SearchAdministration.aspx
  • On Search administration page we have various options available as shown in below fig
fig : Microsoft 365 admin center >> Search administration
fig : Microsoft 365 admin center >> Search administration
  • Navigate to “View Usage Reports” – Search reporting page – /_layouts/15/reporting.aspx?Category=AnalyticsSearch
fig : Microsoft 365 admin center - Search administration - Reporting page
fig : Microsoft 365 admin center – Search administration – Reporting page

Thanks for reading !!! Please feel free to discuss / suggestions / share thoughts !!!

HAVE A GREAT TIME AHEAD !!! LIFE IS BEAUTIFUL 🙂

Prasham Sabadra

LIFE IS VERY BEAUTIFUL :) ENJOY THE WHOLE JOURNEY :) Founder of Knowledge Junction and live-beautiful-life.com, Author, Learner, Passionate Techie, avid reader. Certified Professional Workshop Facilitator / Public Speaker. Scrum Foundation Professional certificated. Motivational, Behavioral , Technical speaker. Speaks in various events including SharePoint Saturdays, Boot camps, Collages / Schools, local chapter. Can reach me for Microsoft 365, Azure, DevOps, SharePoint, Teams, Power Platform, JavaScript.

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