I cannot find a site, file or folder from my SharePoint site in the automation recipe
If you cannot find a recently created site, folder or file, try waiting 15 minutes to see if the item will appear in the index.
If this fails, ask you administrator to manually trigger a reindex.
Our Microsoft 365 automations use the same search index which Microsoft 365 uses.
Sometimes the SharePoint search index is out of sync with the sites, folder and files that exist within it.
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 folder 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.
This video describes one method that has allowed a folder to be reindexed by Microsoft 365:
https://www.youtube.com/watch?v=UNkaqoAWLO0FAQs
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. Here’s how you can quickly and efficiently get it back into the search index:
✅ 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.
If you're using SharePoint Server (on-prem), check crawl schedules in Central Administration.
🛠️ Optional: PowerShell for Admins
If you have admin access, you can use PowerShell with PnP or CSOM to force reindexing or check crawl logs. Let me know if you'd like a script for that.
Whats the best way to force a reindex on just the affected file?
To force a reindex on a specific file in SharePoint Online, you can use one of the following methods:
🔄 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.
This change flags the file for reindexing during the next crawl.
🏷️ 2. Update metadata
If the file has metadata fields:
Edit one of the metadata values (e.g., change a tag or category).
Save the changes.
This also triggers reindexing.
🧰 3. Use Power Automate (optional)
If you want a more automated approach:
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 (if needed)
If the above doesn’t work or you suspect broader indexing issues:
Go to Library Settings → Advanced Settings → click Reindex Document Library.
This will reindex all files, including the affected one.
🕒 Note on timing
Reindexing isn’t instant – it usually completes within a few minutes to a few hours depending on system load. You can try searching again after a short wait.