Fix SharePoint Search Not Returning Exact PDF Phrases
Question details
The user needs to resolve an issue where SharePoint search returns documents based on individual keywords rather than exact phrase matches from PDF files.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Searching for specific exact phrases within PDF documents stored in a SharePoint document library.
- Observed behavior
- Search results display PDFs containing individual search terms spread across the content or metadata, rather than strictly matching the complete requested phrase.
Ensure you have site owner or administrator permissions, as these are required to trigger a reindex of document libraries or the entire SharePoint site.
Check PDF Metadata and Reindex the SharePoint Library
Verify if the individual terms exist in the document's metadata or hidden text, and reindex the specific library to update search results.
SharePoint Online Search indexes both file content and metadata during its crawl. When exact phrases aren't returning correctly, the individual terms might be stored in the file's properties or metadata.
Reindexing the specific library forces SharePoint to recrawl and update its search index for those files.
Open the affected PDF files and verify if the individual search terms exist in the document properties, metadata fields, or hidden text layers instead of just the main text body.
Navigate to the SharePoint document library containing the PDFs. Click the Settings (gear) icon at the top right, select 'Library settings', and then click 'More library settings'.
Under the General Settings section on the Library Settings page, click on 'Advanced settings'.
Scroll down to the 'Reindex Document Library' section and click the 'Reindex Document Library' button. Confirm the action when prompted to mark the library for a full crawl.
Allow time for the background crawl to process the library. Once complete, perform your exact phrase search again by placing quotation marks around the specific phrase (e.g., "Departure Only").
Reindex the Entire SharePoint Site
If reindexing individual libraries does not resolve the search issue, a full site reindex may be necessary to completely refresh the global search index.
Manage and Edit PDFs Seamlessly with WPS Office
While troubleshooting SharePoint server-side indexing, you can rely on WPS Office to create, edit, and manage your PDF documents. WPS Office is a free, lightweight, and highly compatible suite that perfectly handles Office documents and PDFs, ensuring your text and metadata are accurate before uploading to any cloud storage.
- 1. Download and Install: Get WPS Office from the official website and follow the installation wizard.
- 2. Open Your PDF: Launch WPS Office, click on 'Open', and select the PDF document you want to inspect or edit.
- 3. Search and Edit: Use the built-in search functionality (Ctrl+F) to locate exact phrases, or use the PDF editing tools to modify text and metadata accurately.
Frequently Asked Questions
How do I force SharePoint to search for an exact phrase?
To search for an exact phrase in SharePoint, enclose your search terms in double quotation marks (e.g., "Departure Procedures"). This tells the search engine to look for the words in that exact order rather than treating them as independent keywords.
How long does it take for SharePoint to reindex a document library?
The time it takes to reindex a SharePoint document library varies based on the size of the library and the current server load. It typically ranges from a few minutes to up to 24 hours for SharePoint Online to complete the background crawl process.
Why does SharePoint search find text in some PDFs but not others?
This usually happens if the PDF is an image-based scan without an embedded text layer (OCR), preventing the crawler from reading the text. Additionally, search results depend on the latest crawl status; recently added or modified PDFs might not be indexed yet.
Does SharePoint search PDF metadata as well as content?
Yes, SharePoint indexes both the visible content of the PDF and its metadata (such as Author, Title, and custom document properties). If search terms exist in the metadata but not the content, the document will still appear in search results.
