Planning SharePoint Crawl Schedules

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I was just asked the following question by a student:  When should I do a full crawl?

Here is the answer!

Reasons to do a full crawl

Reasons for a search services administrator to do a full crawl include:

  • One or more hotfix or service pack was installed on servers in the farm. See the instructions for the hotfix or service pack for more information.

  • An SSP administrator added a new managed property.

  • To re-index ASPX pages on Windows SharePoint Services 3.0 or Office SharePoint Server 2007 sites.


    The crawler cannot discover when ASPX pages on Windows SharePoint Services 3.0 or Office SharePoint Server 2007 sites have changed. Because of this, incremental crawls do not re-index views or home pages when individual list items are deleted. We recommend that you periodically do full crawls of sites that contain ASPX files to ensure that these pages are re-indexed.

  • To detect security changes that were made on a file share after the last full crawl of the file share.

  • To resolve consecutive incremental crawl failures. In rare cases, if an incremental crawl fails one hundred consecutive times at any level in a repository, the index server removes the affected content from the index.

  • Crawl rules have been added, deleted, or modified.

  • To repair a corrupted index.

  • The search services administrator has created one or more server name mappings.

  • The account assigned to the default content access account or crawl rule has changed.

The system does a full crawl even when an incremental crawl is requested under the following circumstances:

  • An SSP administrator stopped the previous crawl.

  • A content database was restored from backup.


    If you are running the Infrastructure Update for Microsoft Office Servers, you can use the restore operation of the stsadm command-line tool to change whether a content database restore causes a full crawl.

  • A farm administrator has detached and reattached a content database.

  • A full crawl of the site has never been done.

  • The change log does not contain entries for the addresses that are being crawled. Without entries in the change log for the items being crawled, incremental crawls cannot occur.

  • The account assigned to the default content access account or crawl rule has changed.

  • To repair a corrupted index.

    Depending upon the severity of the corruption, the system might attempt to perform a full crawl if corruption is detected in the index.

You can adjust schedules after the initial deployment based on the performance and capacity of servers in the farm and the servers hosting content.



SharePoint 2010 Capacity and sizing resource center

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Last week I wrote and article (!554AE8DB90904219!278.entry)  about SharePoint 2010 capacity planning.  It is important to have the right tools and to have metrics to use in order to plan a SharePoint 2010 infrastructure.
Microsoft has created a SharePoint 2010 capacity management site to centralize the documentation and tools to help you plan and size your SharePoint 2010 farm.  Here is the link:

Chat with SharePoint 2010 Expert

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On next Tuesday (April 27th) at 7pm Eastern time zone, Microsoft is holding a Chat with SharePoint Expert.  The last session was a success!
If you have any questions on SharePoint please join us. 
Here is the description from: 

SharePoint Q&A with the MVP Experts
Do you have tough technical questions regarding SharePoint for which you’re seeking answers? Do you want to tap into the deep knowledge of the talented Microsoft Most Valuable Professionals? The SharePoint MVPs are the same people you see in the technical community as authors, speakers, user group leaders and answerers in the MSDN forums. By popular demand, we have brought these experts together as a collective group to answer your questions live. So please join us and bring on the questions! This chat will cover WSS, MOSS and the SharePoint 2010. Topics include setup and administration, design, development and general questions.

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Serge Tremblay

SharePoint 2010 planning capacity and performance

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Microsoft has published a set of documents that will help you plan your new SharePoint 2010 infrastructure.

In these documents you will find technical case studies, performance and capacity test results.  You will also find a document that will help you understand the tested performance and capacity limits of Microsoft SharePoint Server 2010.

Here is a list of the documents:

·        SharePoint Server 2010 performance and capacity technical case studies

·        SharePoint Server 2010 capacity management: software boundaries and limits

·        Capacity management and sizing for SharePoint Server 2010

·        SharePoint Server 2010 performance and capacity test results and recommandations


Exemples of recommanded maximum value that are discussed in these documents:


Maximum value

Limit type


List View Threshold



Specifies the maximum number of list or library items that a database operation, such as a query, can process at one time, outside of the daily time window set by the administrator during which queries are unrestricted.

List View Threshold size for auditors and administrators



Specifies the maximum number of list or library items that a database operation, such as a query, can process at one time when performed by an auditor or administrator with appropriate permissions. This setting works in conjunction with Allow Object Model Override.

List row size

8,000 bytes per row


For each SharePoint list or library item, it is only allowed to occupy 8000 bytes in total in the database. 256 bytes are reserved for built-in SharePoint columns, which leaves 7744 bytes for end-user columns. For details on how much space each type of field consumes, please look at the Column Limits.

File size



The default maximum file size is 50 MB. This can be increased up to 2 GB, but a large volume of very large files can impact farm’s performance


50,000,000 per library


You can create very large document libraries by nesting folders, using standard views and site hierarchy. This value may vary depending on how documents and folders are organized, and by the type and size of documents stored.


tens of millions per list


You can create very large lists using standard views, site hierarchies, and metadata navigation. This value may vary depending on the number of columns in the list and the usage of the list.


Serge Tremblay
MVP SharePoint


Jour 2 SharePoint Summit

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Le jour 2 du SharePoint Summit de Montréal viens de se terminer.  Dustin Milller et Heather Solomon on fait un excellent travaille en animant un atelier sur SharePoint Designer 2010 qui a durer toute la journée.  J’ai entendu du que Ed Musters a fait une excellent présentation sur le développement de feature.  J’ai animé la dernière session de la journée.
De 5 heures à 7 heures il y a eu un gouter (vin, fromages), ce fut agrémenté par un trio jazz(Piano, contrebasse, sax).  Par la suite j’ai organisé une visite guidée du vieux Montréal avec une dizaines de participants à la conférence.  Ces participants venait de New York, Ohio, Halifax, Ottawa, Hollande et Australie!  Un des membres  du groupe d’usager SharePoint Québec travaille comme volontaire comme guide au Musée Ramsay, il a fait un excellent travaille pour faire nous faire découvrir le vieux Montréal.
Demain matin j’anime une session sur le multilinguisme avec SharePoint 2010, et en après midi, je fais parti d’un panel qui va discuter de Findability…

En direct de Montréal (SharePoint Summit)

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Bonjour le SharePoint Summit de Montréal est officiellement commencé.  C’est la 4eme édition du Summit et il y a plus de 400 participants. Je vais animer deux sessions :

·        How to Improve the SharePoint Search Experience

·        Building Multilingual sites with SharePoint 2010

En plus d’animer les 2 sessions, je suis aussi un des directeurs de la conférence et je vais passer un peu de temps au kiosque de Victrix qui est exposant lors de la conférence.  Même si la conférence est à Montréal, tout le contenu est en anglais.

Ce matin Danny Boulanger a fait l’ouverture officielle.   Ensuite Wandy Yu (Directeur du produit SharePoint pour Microsoft Canada) a fait une présentation générale de SharePoint.

Sa présentation a été suivie de Tony Lanni, (VP of Corporate Development and Marketing, Avepoint), qui a expliqué ce qu’est SharePoint.  Il a commencé par un dessin animé qui explique les biens fait de SharePoint en russe….Il va s’en dire qu’on a rien compris!  Par la suite il a fait un survol de SharePoint et à la fin il a repris la présentation du même dessin animé en baissant le volume de la vidéo tout en prenant soin

Mark Miller (Founder and Editor, a par la suite parlé de la communauté SharePoint.  Il a parlé du côté social de SharePoint.  Il a expliqué comment on peut apprendre SharePoint via les blogs, twitter, les groupes d’usagers.

En plus de promouvoir son site (,  Il a aussi fait la promotion des SharePoint Saturday ( et du pour les développeurs. Son message est clair SharePoint est un outil de partage des connaissances, et la communauté SharePoint est active pour partager les connaissances.

J’ai dû quitter avant la présentation de Toby Tobescu, Senior Technology Architect, Microsoft


Speaking in Québec city

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Last week I was speaking in Québec city as part of the IT Leadership Series Roundtable.  I was invented by Microsoft to explain how SharePoint 2010 can improve end user productivity and efficiency. The invitation was sent to IT managers from the mid-market.  It was held at the beautiful Chateau Frontenac.  It was a nice day in Québec City.  The attendees looked impressed and surprise to see the improvements that were made to SharePoint 2010.