You can use many search operators on SharePoint or OneDrive to find your files but remembering them can be a chore. Our reference sheet includes KQL syntax and different operators to help you find the right document. Download and print it out for whenever you need a reminder of what operators you can use.

The Basic Microsoft Search Function

Microsoft Search is a powerful function. When you want to find a certain file in OneDrive, you enter in a simple search term, such as “Annual Budget”. Microsoft will scan all your files and display a result list that contains every file with the term in it, whether it is in the title or in the content. Of course, that can produce pages of results, which is where KQL comes into play.

What is KQL?

KQL, which stands for Keyword Query Language, is the basis of how you use search operators and restrictions to easily find your files. While using improper syntax still yields results, extraneous files you meant to filter out will still show up.

A KQL query requires a search term and at least one operator to work. With proper KQL syntax, which is included in our KQL cheat sheet, you can combine different operators and restrictions to focus on the file you need.

Using Search Operators and Property Restrictions

If you find that basic search still returns too many files, add search operators and property restrictions to your search. Adding both to search terms throughout the Microsoft ecosystem allows you to pinpoint your needed file much faster.

How to Use Search Operators

There are many operators out there that you can use, and each of them have a different function. Operators come in forms of symbols, like the Wildcard asterisk, and in words, like the Proximity operator ONEAR. Each comes with their own set of rules, such as how the Wildcard can only be used for prefix matching and must come after the characters. For a brief overview of some operators, check out our video!

How to Use Property Restrictions

Property restrictions are another way to narrow down results if you know other characteristics of the file you are looking for. Using a property restriction requires a property name, and they are useful when you remember an aspect of your file, such as the author’s name. Combining multiple restrictions together will cut down your results significantly, as shown in our tutorial.

The Virtuas Microsoft Search KQL Cheat Sheet

With operators and restrictions, time spent perusing the search results decreases. However, there are many operators and restrictions and remembering them all can be difficult. You could search up the proper search syntax and the different operators if you need them but having a handy paper next to you when you need a quick reminder would be much easier.

Our guide includes the KQL search structure, basic and complex operators, and different restrictions you can implement daily. Each of these also have examples so you have an idea of how to use them.

Download the Virtuas KQL Cheat Sheet

Our reference sheet is great if you need a summary of the different operators and restrictions for your search. The guide includes basic KQL syntax as well as more advance operators like dynamic ranking. Download and print out the quick reference guide so the next time you are looking for a document, you will have all the useful search features at your fingertips. This reference sheet has all the functions you would need to find a file from any Microsoft 365 app. Download our cheat sheet and keep it handy!

For more resources to improve your search results, check out our playlist on Microsoft Search or visit our Insights page.

Virtuas has many tutorials on Microsoft 365 applications. Watch our playlist and subscribe to our channel to see more tutorials!

Want more tips and tutorials on Microsoft 365 applications? Check out at our YouTube playlist or our Insights page.

For more best practices and tutorials, take a look at our YouTube playlist or our Insights page.

Interested in more short tutorials? Check out our YouTube playlist or the videos on our Insights page.

If you missed our video on SharePoint’s Property Restrictions, make sure to check that out!

Want more tutorial videos? Take a look at our OneDrive search function video!

If you want more tutorials on OneDrive’s great features, check out our video on OneDrive’s powerful search bar!

For more tutorial videos, take a look at our videos on how to get support from Virtuas and OneDrive’s version history and recycle bin.

Reason #1: Integration with Office 365 Apps 

OneDrive integrates with all Microsoft services, giving you a smoother experience when editing and uploading files. While Dropbox allows for real-time editing on Microsoft Word, Excel, and PowerPoint files, OneDrive gives you access to all Microsoft Apps and the ability to sync OneDrive with Microsoft Teams and SharePoint. This allows you to collaborate with colleagues and clients on multiple platforms seamlessly. 

Reason #2: Easier Navigation

Dropbox has a very simple interface, but sometimes simplicity is not best.  Navigating Dropbox to try to find documents, especially older files, can be difficult with the Homepage design. It only shows your recent, starred, and suggested files. 

On the other hand, OneDrive has more tabs, and the design is more intuitive and user-friendly. You have tabs for all your personally owned files, recent files, shared files, and recycled files as well as shared libraries from your company.  

OneDrive and Dropbox allow you to search for files, but OneDrive has more filters, allowing you to find files quicker. For instance, you can search by modification dates and people involved with the files.

Reason #3: Better Security

Businesses’ main concern with the Cloud is security since they don’t want their proprietary data breached. OneDrive and Dropbox both use two-factor authentication, but OneDrive has additional security measures.

OneDrive encrypts data in flight and at rest, while Azure Key Vault stores each file’s unique encryption key. Another extra measure you can take in OneDrive is setting specific permissions for each user to customize security measures on a need by need basis, such as giving group permissions to specific departments.  

Reason #4: More Storage

Dropbox only allows for files up to 50GB when using their website and also has bandwidth limits for downloads, which can slow down your productivity.  OneDrive, on the other hand, recently increased file size limit to 100GB, and there isn’t a limit on bandwidth. 

Reason #5: Better Value

Dropbox Business only has two options for businesses while Microsoft 365 has over a dozen ways to license OneDrive, while being more cost effective. For example, Dropbox will give you unlimited storage space for $20 while Microsoft OneDrive Business Plan 2 provides unlimited storage space for $10.  

You can also choose the Microsoft 365 plans instead and get access to multiple Microsoft 365 apps as well as OneDrive. Depending on your current licensing, you may already have access to OneDrive. 

OneDrive is Better for Businesses

OneDrive has really pulled ahead despite Dropbox’s early start. With its integration with Microsoft 365 apps, files and data are more secure and easily accessed. Start storing your company’s information using OneDrive and see the difference.  

Looking to migrate from Dropbox to OneDrive? We can make it easy! Contact us today for a free assessment.