Can't search files from sharepoint

Question

It's been a few days, People from my organization cannot search files from sharepoint before the error occur people can easily search files from this sharepoint site.

Indexing Site Content

Specify whether this site should be visible in search results. If a site is not visible to search, then content from that site and all of its subsites will not appear in search results. >> Already set YES

Indexing ASPX Page Content

The text of the items displayed on ASPX pages is often included in search results. If individual items on the pages on this site are secured by using permissions that are more restrictive than the page itself, unauthorized users might see this restricted information in search results. >> Already set always index all web pats on this site

Offline Client Availability

Specify whether this site should be available for offline clients. >> Already set YES

264895 items (list view threshold is 5000).

The number of items in this list exceeds the list view threshold, which is 5000 items. Tasks that cause excessive server load (such as those involving all list items) are currently prohibited.

Search

Specify whether this document library should be visible in search results. Users who do not have permission to see these items will not see them in search results, no matter what this setting is. >> Already set YES

Index Non-Default Views

Specify whether non-default views of this list should be indexed. >> Already set YES

Anyone know who to solved this problem? Please help by answering this question. Thanks

Answer 1

It seems like you're experiencing issues with searching for files in SharePoint, even though the settings appear to be correctly configured. Here are a few potential reasons and solutions:

1. SharePoint Group Membership Size: If the files are shared with a SharePoint group that has more than 2,000 users, search results may not be available for those resources. Consider using a Microsoft 365 security group to manage permissions instead of adding individual users directly to the SharePoint group.
2. Permissions and Security Trimming: Ensure that the users have the appropriate permissions to view the content. Search results are always security trimmed, meaning users will only see content they have permission to access, regardless of the indexing settings.
3. Indexing Issues: Even if the settings are configured to index all content, there may be underlying issues with the search index itself. You might want to check if the search index needs to be refreshed or rebuilt.
4. List View Threshold: You mentioned that the list exceeds the list view threshold of 5,000 items. This could impact performance and search functionality. Consider using indexed columns or filtering the list to reduce the number of items being processed.
5. Search Settings: Double-check the search settings at both the site and library levels to ensure they are correctly configured to allow visibility in search results.

If the problem persists, you may want to consult the SharePoint Community for further assistance.

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References:

• Items shared with many individual users are missing from SharePoint Online search results
• Enable content on a site to be searchable

Answer 2

Dear @Khodijah Nurhalimah,

Thank you for posting your question in the Microsoft Q&A forum. The combination of the "List View Threshold" warning (264,895 items) and the search issue is a well-known scenario. The root cause is that the search crawler cannot efficiently index content in lists/libraries that exceed 5,000 items without proper configuration. 

Please follow these targeted steps to resolve the issue. 

Step 1: Configure indexed columns  

This is the most crucial step to address the 5,000-item threshold for search indexing. You must create indexes on the columns used most often for filtering and views (e.g., "Created," "Modified," "Content Type"). 

Please follow Microsoft's documentation: Overview of large lists and libraries - Microsoft Support 

• In your document library settings, go to Indexed Columns and create new indexes. This allows the search crawler to process the list in segments. 

Step by step guide for you to add indexed column you can refer through official Microsoft documentation: Add an index to a list or library column - Microsoft Support 

• If files are shared with a SharePoint group containing more than 2,000 members, those resources might not appear in search results. To avoid this limitation, it’s recommended to use a Microsoft 365 security group for managing permissions instead of adding individual users directly to the SharePoint group.

Step 2: Systematic troubleshooting using Microsoft's framework 

After completing Step 1, please follow the official troubleshooting flow from Microsoft to ensure all bases are covered. 

1. Confirm Content is Crawled and Indexed: 
   • Check if the items have been crawled. As per this Microsoft guide, you can verify this in the search results syntax by using {Search} Path:<URL_to_Item>. If the item does not appear, it has not been indexed. 
2. Verify Search Schema & Managed Properties: 
   • Ensure the content is mapped to a crawled property that is included in a managed property which is set to "Searchable" and "Queryable". This is a common reason why content is crawled but not findable via search. The following guide is essential: Search results missing in SharePoint Online - SharePoint | Microsoft Learn 
3. Trigger a Re-crawl: 
   • Re-apply the search settings on your site and the specific document library as you did before. Simply clicking "OK" in the "Search and Offline Availability" settings can sometimes prompt the system to re-crawl the content. 

Step 3: Patience for indexing 

Search indexing is not immediate. After implementing the indexed columns (Step 1) and re-applying settings, please allow 24 to 48 hours for the crawler to fully re-process the content. The significant number of items means this will take some time. 

By following this structured approach, you should see a return to normal search functionality. If the problem persists after completing all steps and the waiting period, please let us know. 

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