How to Configure SharePoint Search by Column Values
Question details
The user wants to configure SharePoint search to filter documents strictly by specific column metadata rather than searching within the document content.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Filtering or searching for documents in a SharePoint library based on specific column values.
- Observed behavior
- SharePoint search defaults to full-text search, returning documents based on text found inside the document content instead of restricting results to column metadata.
Verify that you have SharePoint Administrator or Site Collection Administrator privileges, as modifying the Search Schema is required.
Map Site Columns to Managed Properties
To restrict searches to specific columns, you must map your site columns to managed properties in the SharePoint admin center.
By default, SharePoint searches everything, including document content. To search specifically by a column value, that column must be mapped to a 'Managed Property' that is marked as Queryable in the Search Schema.
Go to the SharePoint Admin Center, select 'More features' from the left pane, and click 'Open' under the Search section. Then click on 'Manage Search Schema'.
Click on 'Crawled Properties', search for the internal name of your specific site column, and click to open its settings.
In the 'Mappings to managed properties' section, click 'Add a Mapping'. Search for an available Refinable string (such as RefinableString00) or create a new Managed Property if applicable, then map it.
Navigate to your document library settings, go to 'Advanced settings', and click 'Reindex Document Library'. Wait for the search crawler to process the changes.
Use Property Queries in Search Box
Once your managed properties are configured and crawled, use specific syntax in the search bar to filter by those columns.
Manage Your Documents Seamlessly with WPS Office
While configuring SharePoint search requires administrative tweaks, viewing and editing your downloaded documents shouldn't be a hassle. WPS Office is a free, lightweight suite fully compatible with Microsoft Office formats, making it easy to work with your downloaded SharePoint files offline.
- 1. Download WPS Office: Visit the official WPS website and download the free installation package.
- 2. Install the Software: Run the installer and follow the on-screen instructions to complete the setup in minutes.
- 3. Open Downloaded Files: Launch WPS Office to easily open, edit, and save any documents downloaded from your SharePoint library.
Frequently Asked Questions
Why does SharePoint search return irrelevant documents based on text?
By default, SharePoint performs a full-text search, which includes crawling the internal content of all documents. To restrict results strictly to specific metadata columns, you must use property queries with properly mapped managed properties.
How long does it take for a new managed property to become searchable?
After mapping a crawled property to a managed property and triggering a re-index, it can take anywhere from a few minutes to up to 24 hours for the search crawler to process the changes, depending on your SharePoint environment and data volume.
Can I map columns to managed properties without admin rights?
No, modifying the Search Schema to map site columns to managed properties requires SharePoint Administrator or Site Collection Administrator permissions.
What is the correct syntax for a property query?
You can use a colon or equals sign. For example, typing 'Author:John' or 'Department=Marketing' directly in the search bar restricts the search results to those specific managed property values.
