Crawled vs. Managed Properties in SharePoint Online

Introduction

This tutorial explains the concepts of Crawled and Managed Properties in SharePoint Online, focusing on how metadata columns translate into these properties. Understanding these concepts is essential for effectively managing and retrieving information in your SharePoint environment.

Step 1: Understand Crawled Properties

Crawled Properties are automatically created by SharePoint's search crawler when you add content to your site. They represent the raw metadata that is extracted from documents and lists. Here’s how to navigate and utilize Crawled Properties:

• Identify Crawled Properties:

  • Access the SharePoint Admin Center.
  • Go to the Search section and select "Crawled Properties."

• Common Examples:

  • Title
  • Author
  • Modified Date

• Practical Tip: Crawled Properties are crucial for search since they define what content will be indexed. Ensure your content is tagged appropriately for efficient searching.

Step 2: Explore Managed Properties

Managed Properties are created from Crawled Properties and are used to perform searches and filter results. They offer a more refined way to handle and utilize metadata. Here’s how to work with Managed Properties:

• Create Managed Properties:

  • In the SharePoint Admin Center, navigate to "Managed Properties."
  • Click “New Managed Property” to start the configuration.

• Map Crawled Properties:

  • During creation, you can map one or more Crawled Properties to a Managed Property.

• Configuration Options:

  • Set property type (Text, Number, etc.)
  • Enable searchability and refinability.

• Practical Tip: Carefully plan which Crawled Properties to map to Managed Properties. This ensures that searches return the most relevant results.

Step 3: Utilize Managed Properties in Search Queries

After setting up Managed Properties, you can leverage them for advanced search queries. Here’s how to enhance your search functionalities:

• Use Managed Properties in Search:

  • Implement managed properties in your search box queries to filter results effectively.

• Example Query:

  • To search for documents created by a specific author, you can use:

    Author:"John Doe"
    

• Common Pitfall: Avoid using Crawled Properties directly in search queries. Always use Managed Properties to ensure optimal search performance.

Step 4: Monitor and Adjust

Regularly monitor the performance and relevance of your Managed Properties. Adjust them as necessary to improve search results:

• Review Search Analytics:

  • Use SharePoint’s search analytics to assess how users are interacting with the search results.

• Make Adjustments:

  • Based on feedback and analytics, modify the mapping of properties or the settings of Managed Properties to better meet user needs.

Conclusion

Understanding Crawled and Managed Properties is essential for effective content management in SharePoint Online. By leveraging these properties, you can enhance your search capabilities and ensure your users can find relevant information quickly.

For further learning, consider exploring additional resources or taking courses on SharePoint to deepen your understanding. Check out related videos and articles for more insights into optimizing your SharePoint experience.