Expounding KQL Queries in SharePoint Search

What You Need to Know, Best Practices, Approaches, and Use Cases

If you’ve ever tried searching for something specific in SharePoint and found yourself drowning in irrelevant results, you’re not alone. SharePoint Search is powerful but only if you know how to communicate with it properly. That’s where KQL (Keyword Query Language) comes in.

Let’s unpack what KQL is, why it matters, and how to actually use it like a pro.

What is KQL in SharePoint Search?

KQL (Keyword Query Language) is the query language used in SharePoint Search (and Microsoft Search) to perform advanced searches using keywords, operators, and filters. Think of it as giving your SharePoint search a pair of glasses—it sharpens your results by allowing you to specify exactly what you’re looking for.

Instead of typing “project plan,” you can do something like:

Title:"Project Plan" AND FileExtension:docx

Now you’re not just asking for anything with the words “project plan”—you’re asking for documents (specifically Word files) titled “Project Plan.”

Why Do We Need KQL?

In large SharePoint environments, search results can be overwhelming. KQL allows:

Precision: Drill down into results using filters.
Control: Specify which fields or properties to query.
Consistency: Create structured, repeatable queries.
Scalability: Automate queries across multiple systems or tenants.

Simply put: KQL helps you talk to SharePoint Search in its native language.

Who Uses KQL (and Where)?

KQL is primarily used by:

Developers
Site admins
Power users
Search architects

You’ll commonly see KQL in:

Search Web Parts
Content Search Web Part (CSWP)
Result Sources and Query Rules
PnP Modern Search Web Parts
Microsoft Search query customization

Applications That Use KQL

SharePoint Online / On-Prem Search
Microsoft Search (M365)
Delve
Office.com search
Graph Search API (where it supports KQL indirectly)
PnP Modern Search Web Parts (GitHub Link)

Best Practices for Writing KQL

✅ Use managed properties, not crawled ones.
✅ Always test your queries in the SharePoint Search Query Tool.
✅ Use double quotes for exact matches.
✅ Combine clauses with AND, OR, NOT (uppercase).
✅ Use wildcards thoughtfully (*, ?).
✅ Escape special characters (e.g., use \" for quotes).

Sample KQL Queries

Search by file type:

FileExtension:pdf

Search documents authored by someone:

Author:"John Doe" AND FileExtension:docx

Search within a specific site collection:

Path:"https://tenant.sharepoint.com/sites/projectX"

Search documents with a certain keyword in title:

Title:plan*

Use range queries (e.g., dates):

LastModifiedTime>=2024-01-01

Use Cases

Use Case	Description
Intranet Search	Narrowing search results by department, content type, or metadata.
Compliance & Audits	Finding documents modified within a date range or by specific users.
Custom Web Parts	PnP Modern Search Web Parts often rely on KQL for dynamic results.
Power Automate	When querying items in SharePoint Search using HTTP requests.

Pros and Cons of Using KQL

Pros:

Powerful and flexible
Easy to integrate into web parts or scripts
Supports complex logic
Speeds up retrieval of relevant info

Cons:

Steep learning curve
Not beginner-friendly
Limited UI support (you need tools or web parts to test effectively)
Syntax errors can be frustrating to debug

Alternative Approaches Compared

Approach	Description	Pros	Cons
KQL (Keyword Query Language)	Advanced keyword-based search queries	Precise, structured	Steep learning curve
FQL (FAST Query Language)	Older, more complex query option for full-text search	Granular control	Deprecated in M365
Search REST API	Uses KQL under the hood but exposes search results programmatically	Automation, integration	Limited filters
Graph Search API	Uses a different approach; not directly KQL-based	Cross-app insights	Limited to specific data sets

Tools and Resources

SharePoint Search Query Tool (Powerful desktop tool to test KQL):
🔗 https://github.com/SharePoint/PnP-Tools/tree/master/Solutions/SharePoint.Search.QueryTool
KQL Reference by Microsoft:
🔗 https://learn.microsoft.com/en-us/sharepoint/dev/general-development/keyword-query-language-kql-syntax-reference
PnP Modern Search Web Part (Free & open-source):
🔗 https://github.com/microsoft-search/pnp-modern-search
Microsoft Search Documentation:
🔗 https://learn.microsoft.com/en-us/microsoftsearch/

KQL isn’t just a tool for techies—it’s a superpower for anyone managing or building on SharePoint. With a bit of practice, KQL helps you unlock insights that were previously buried under irrelevant search results.

Start small. Test often. And when in doubt—quote it out (" ").