Short answer
- For existing folders: Try renaming the folder slightly, wait up to 15 minutes and try again. This should give Microsoft 365 enough time to add the folder back into the search index.
- For newly created folders: Wait up to 15 minutes and try again. This should give Microsoft 365 enough time to add the new folder into the search index.
- If this fails, consider asking your Microsoft 365 administrator to manually trigger a reindex.
Longer answer
New sites, files or folders missing from the search index
When you create a new file on Microsoft 365, or a new site in SharePoint Online, it typically gets indexed by Microsoft Graph within a few minutes, but the exact timing can vary based on several factors.
The SharePoint search crawler operates on a schedule, and new or modified content is indexed during these crawls. Generally, the indexing might take from 5 to 15 minutes, but it can be longer if there is a high volume of changes or the system is under load.
For urgent indexing needs, SharePoint offers options to manually trigger a reindex of a document library, which will ensure that the content is included in the next scheduled crawl. However, even with manual triggering, the indexing is still subject to the overall system's current load and scheduling.
If you find that content is not being indexed as expected after a reasonable amount of time, it's a good idea to check if there are any issues with the indexing settings or if manual reindexing might be necessary.
Existing files or folders disappearing from the search index
Sometimes, folders can disappear from the Microsoft 365 search index. A common way to get them back into the search index is to edit the folder in some way.
Ways to edit the folder:
- Rename the folder slightly
- Edit the column data for the folder
This video describes one method that has allowed a folder to be reindexed by Microsoft 365:
FAQs
If a folder is not found when searching SharePoint, but is known to be there, how can I quickly and efficiently get the folder back into the search index?
If a folder in SharePoint is known to exist but isn't appearing in search results, it's likely due to indexing delays or issues.
Steps to reindex a folder in SharePoint:
Check permissions — Ensure the folder and its contents are accessible to the users performing the search. If permissions are too restrictive, search won't return results.
Manually trigger reindexing — Navigate to the document library containing the folder. Go to Library Settings → Advanced Settings. Scroll down to Search, and click Reindex Document Library. This tells SharePoint to re-crawl the content during the next crawl cycle.
Use metadata or rename the folder — Sometimes updating metadata or renaming the folder slightly can trigger reindexing. Even adding a dummy file or modifying an existing one can help.
Check search schema — Ensure the folder's metadata fields are included in the search schema. Admins can do this via the SharePoint Admin Center → Search Schema.
Wait for crawl completion — SharePoint Online typically reindexes within minutes to a few hours.
What's the best way to force a reindex on just the affected file?
1. Modify the file
Making a small change to the file is often the quickest way to trigger reindexing:
- Open the file and make a minor edit (e.g., add a space)
- Save the file
2. Update metadata
If the file has metadata fields, edit one of the metadata values (e.g., change a tag or category) and save the changes.
3. Use Power Automate
Create a flow that updates a metadata field on the file. This can be used to batch reindex multiple files.
4. Reindex the entire library
Go to Library Settings → Advanced Settings → click Reindex Document Library.
Reindexing isn't instant — it usually completes within a few minutes to a few hours depending on system load.