When a SharePoint document library stops returning expected search results, the library index may be out of sync. SharePoint automatically crawls content on a schedule, but changes to metadata, column values, or folder structure can cause the index to lag. This article explains the purpose of reindexing a document library and provides a step-by-step checklist for SharePoint site owners. You will learn when to request a reindex, how to perform it, and what to do if search results remain incomplete after the reindex completes.
Key Takeaways: Reindex a SharePoint Document Library
- Library Settings > Advanced Settings > Reindex Document Library: Triggers a full crawl of the library during the next scheduled search crawl.
- Search Schema > Crawled Properties > Mapped Properties: Verifies that custom columns are mapped to searchable managed properties so the reindex populates the correct fields.
- Site Collection Admin > Search and Offline Availability > Reindex Site: Forces a reindex of the entire site collection when a single library reindex is insufficient.
Why Reindexing a Document Library Is Necessary
SharePoint search relies on an index built by the search crawler. The crawler runs on a schedule defined by the tenant administrator, typically every few minutes to every hour. When you add, update, or delete documents in a library, the crawler detects the changes and updates the index during its next pass. However, certain events can cause the index to become outdated or incomplete.
The most common cause is bulk metadata changes. If you rename a column, change its type, or update hundreds of documents at once, the crawler may not reindex every item in time. Another cause is moving or copying folders within the library. The crawler sees the new location but may skip the old path, leaving duplicate or missing entries. Reindexing forces a full crawl of the library, rebuilding the index from scratch for that location.
When to Request a Reindex
You do not need to reindex for routine document uploads or single edits. The automatic crawl handles those. Request a reindex when:
- Search results for a library are missing documents that exist in the library.
- Search returns outdated versions or file names that no longer match the current library content.
- You added a new managed property or updated a crawled property mapping and want to ensure the new mapping takes effect immediately.
- You migrated content from another system and the index does not reflect the new structure.
Checklist: Steps to Reindex a SharePoint Document Library
Follow these steps in order. Each step includes a verification action to confirm the reindex request was accepted.
- Verify you have site owner permissions
Only site owners and site collection administrators can change library advanced settings. Go to the library, click the gear icon, and select Library Settings. If you do not see the Library Settings link, ask your site collection admin to grant you owner access. - Open Library Settings
Navigate to the document library that needs reindexing. Click the gear icon in the top-right corner, then click Library Settings. The Library Settings page shows columns, permissions, and versioning options. - Click Advanced Settings
Under the General Settings section, click the Advanced Settings link. The Advanced Settings page controls content types, file templates, and search indexing. - Locate the Reindex Document Library section
Scroll to the bottom of the Advanced Settings page. You will see a section labeled Reindex Document Library with a checkbox that reads “Reindex Document Library.” - Check the reindex checkbox and click OK
Select the checkbox and click OK at the bottom of the page. SharePoint does not immediately reindex the library. Instead, it sets a flag that tells the search crawler to perform a full crawl of this library during its next scheduled run. - Confirm the reindex flag is set
Return to Library Settings > Advanced Settings. The checkbox will be cleared because SharePoint removed the flag after recording the request. If the checkbox is still selected, the request was not saved. Repeat step 5. - Wait for the search crawl to complete
The crawl time depends on library size and tenant crawl schedule. For a library with a few hundred documents, the crawl often finishes within 15 minutes. For libraries with thousands of items, it may take several hours. You can check crawl status by running a search query that returns no results — if documents appear later, the crawl is progressing. - Test search results
After the crawl completes, search for documents that were previously missing. Use a keyword that appears in the document name or content. If results are still missing, proceed to the next section.
If Search Results Are Still Missing After Reindexing
A single library reindex may not resolve all search problems. The following issues can persist even after a successful crawl.
SharePoint Search Returns No Results for a Custom Column
If you added a custom column and want it to appear in search results, the column must be mapped to a managed property in the search schema. Reindexing the library does not create the mapping. To fix this, go to the SharePoint admin center > Search > Manage Search Schema. Find the crawled property that corresponds to the column (usually named ows_ColumnName), and map it to a managed property such as RefinableString00. After mapping, request a new reindex of the library.
Entire Site Search Is Broken
When no content from the site appears in search results, the site collection itself may need reindexing. Go to Site Settings > Search and Offline Availability. Under the Indexing Site Content section, click Reindex Site. This triggers a full crawl of all lists and libraries in the site collection. Note that this action affects the entire site, not just a single library.
Search Results Show Stale or Duplicate Entries
If you moved or renamed folders, the crawler may still reference old paths. A library reindex usually resolves this. If duplicates remain, check whether the library has unique permissions or a custom content type that the crawler cannot access. Ensure the crawler account has read access to all items in the library.
Reindex Request Does Not Trigger a Crawl
In rare cases, the reindex flag may not be picked up by the search service. Contact your tenant administrator to verify that the search service application is healthy. The administrator can also run a full crawl of the content source that contains the site collection.
Library Reindex vs Site Reindex vs Full Crawl: Key Differences
| Item | Library Reindex | Site Reindex | Full Crawl (Admin) |
|---|---|---|---|
| Scope | Single document library | Entire site collection | All content in a content source |
| Who can trigger | Site owner | Site collection admin | Search service application admin |
| Effect on index | Rebuilds index for that library | Rebuilds index for the site | Rebuilds index for all content sources |
| Time to complete | Minutes to hours | Hours to days | Hours to days |
| When to use | Missing documents in one library | Missing content across the site | General search failure or schema changes |
Use the table above to decide which reindex method fits your situation. Start with the library reindex because it is the least disruptive and fastest to complete. Only escalate to site reindex or full crawl if the library reindex does not solve the problem.
You now know how to reindex a SharePoint document library using the Advanced Settings checkbox. Use the checklist to perform the reindex correctly and verify that the flag was accepted. If search results remain incomplete after the crawl, check the search schema mappings or escalate to a site reindex. One advanced tip: always document the date and time you requested the reindex so you can correlate it with crawl logs if your tenant administrator needs to investigate further.