SharePoint Tips - How Crawling Works in SharePoint Online

[Music] hi guys this is Caleb Perry with doc 365 and today I'm going to be talking about crawling in SharePoint Online let's go ahead and get right into it and talk about what crawling actually is and crawling is a process where SharePoint will send a crawler out to check out all of your content and see if anything has been changed so if you change a few letters in a word document or if you update the title things like that that's what the crawler is looking for if it finds anything that's been changed to add it to the search index so it will show up in your search results which means in order for new content to become searchable you do need to wait for that crawl to finish or you can manually request a crawl or reindex a m-- and real quickly I want to talk about some of the differences in crawling in SharePoint Online in SharePoint on-prem the main differences are just that SharePoint Online doesn't have much options in terms of managing crawling whereas SharePoint on Krim has the ability to set things like priority and how often things should be crawled in SharePoint Online it's a bit different you're not able to change any of that so SharePoint Online targets between having your change content be available in search results within about 15 minutes to an hour it is possible for it to take longer than that but typically that's about the time range you're going to be looking at before any new content is able to appear in your search results and real quickly I want to touch a little bit on what the search index itself is I won't be going very deep into this because that's that's more its own video essentially the search index is what contains all of the searchable content within your site is made up of Managed properties which is just the types of content metadata that are useful to your users and useful to be searched for you know things like the author of a document or the title and also maybe some of the content within documents you'd want to be searched as well and then the crawler will use crawl to properties to decide what content metadata should be extracted so the crawler will use everything that's defined as a crawled property and extract all of that whereas the search index is made up of only managed properties so in order for a new managed property to actually start appearing in the search index you have to map that manage property to a crawled property so if you add some new property for the author or the title that would need to be mapped to a respective crawled property for that to start actually appearing in the search index so let's go ahead and move on and talk about when you should manually crawl or reindex your site basically you want to try to avoid manually crawling or indexing because of how large of a load it can take or how much how large of a load it can cause on your site because when you manually request a crawl or re-indexing it marks all of the content within that library or within the entire site as changed so the crawler will go through and pick everything up so if you have a lot of content in a library or on your site or in the list so it's best to try to avoid that unless you are making a change that requires a manual crawl one of these things for example is adding or updating a managed property so say you wanted to add or change a managed property for a list this would not get kicked up by the crawler automatically because that is a change to your site's search schema rather than the entire site itself so in order for that to be picked up you would need to manually reindex that list and on that let's start talking about how to manually reindex for a site you would select the settings select site settings go into the search and offline availability settings and then you would click the reindex site option and then there would be an additional confirmation and I can go ahead and show you guys how to go in and do that really quick so here is our demo site real quick I'll show you how to re index the entire site first so we go into site information view all site settings and then under search we go into the search and offline availability and then right under here we can market this site for reindex in so during the next scheduled call this the entire site would be reindex so any changes to any of the manage properties or any of the content that's changed in this site this would all get picked up by the crawler in the next crawl so we would click that and then if we wanted to be index we would click this I'm not gonna I'm not gonna go ahead and do that because I don't want to mess up our demo site there I'm not sure how much content is on here exactly so I might not be the best idea so we're gonna that's how you do it for an entire site so if you were however wanting to reindex just a document library here's one that we have right here so when you're in the the library you can go ahead and click the gear in the top right click library settings and then you're gonna want to go to advanced settings and then when you see you're here you want to scroll down a little bit until you get to the re index document library option and then you're gonna want to do the same thing you're gonna want to click the reindex document library button and then you'd want to click this button again to confirm that you'd want to agree index the document library and this will also pick up any chain properties or any change content within this library in the night next scheduled crawl I close out of that and I believe that is everything there is to know about crawling within SharePoint Online I hope you guys enjoyed this and I hope you guys have a great day thank you [Music]

Channel: Dock 365

Views: 1,803

Rating: 5 out of 5

Keywords: SharePoint intranet, Dock365, collaboration software, sharepoint, Office 365, SharePoint, Human Resource System, Learning Management system, LMS, Employee onboarding

Id: pMQ9GDkzhx0

Length: 7min 11sec (431 seconds)

Published: Mon Feb 10 2020