Managing lists and libraries with more than 5000 items
- 2. Resources
Manage large lists and libraries in SharePoint
https://support.office.com/en-us/article/Manage-large-lists-and-libraries-in-
SharePoint-b8588dae-9387-48c2-9248-c24122f07c59
Techniques for managing large lists
https://support.office.com/en-us/article/SharePoint-lists-V-Techniques-for-
managing-large-lists-13456600-ff66-46ec-a2d2-91736d4a166e
- 3. Why is managing large lists and
libraries important?
To ensure that users can quickly find information without adversely
affecting the performance of the environment, and not exceeding a
SharePoint system threshold.
- 4. What is a SharePoint threshold?
Configurable limit that can be exceeded to accommodate specific requirements
- 5. What are the List View Threshold
limits in SharePoint?
SharePoint On-Premise 2007, 2010, 2013, 2016 - 5000 items - can be increased
SharePoint Online - 5000 items
- 6. What are the limitations in
document and list libraries?
SharePoint On-Premise/Online – 30 million documents or items
- 7. Where is data stored in SharePoint?
• The data is stored in SharePoint in a database using SQL Server
• The database in SQL uses a row-level locking strategy to ensure accurate updates
without impacting users who are accessing other rows of data.
- 8. How does SQL work with the data?
• If a read or write database operation is performed, like querying a list or library, it will
cause more than 5,000 rows to be locked at once.
• It is more efficient for the SQL database to temporarily escalate the lock to the entire
table until the database operation is completed.
• SQL databases uses queries, indexes, and locks to maintain overall performance, sharing,
and accuracy.
- 9. 5K Threshold View Notifications
Configuration Notification
>3000 items You are warned on the List settings page when the list has exceeded 3,000
items. The warning contains a help link to this topic.
> or = 5000 items You will be presented with warning message;
The number of items in this list exceeds the list view threshold, which is 5000
items. Tasks that cause excessive server load(such as those involving all list
items) are currently prohibited.
A link to the reference Managing a large list or library is provided
- 10. My list or library has more than 5000 items!
• The list or library will remain locked until the number of items is reduced below
5000 items
- 11. What does Microsoft Recommend?
• Organize items into folders
• Apply Metadata Navigation and Filtering
• Create Filtered Views
• Column Indexes
• Controlling the display of data on the page (items displayed per page)
• Use list library search box
- 13. Config Option Config Location Pre/Post Config Feature/Config Term Store Benefit
Folders List/Library settings
and View Settings
Pre-migration Advanced settings
– make new folder
available
View – show items
in folder
NO 1. Folders create
an internal
index
automatically
2. Folders only
count as 1
item(5k plus in
folder will still
trigger
threshold)
Metadata
Navigation
List/Library settings Pre-migration Term store must be
populated and
metadata columns
added
YES Metadata Nav and
filtering feature can
auto select the best
index to work when
a view is loaded.
Indexed Columns List/Library settings Pre-migration List or library
settings
NO 1. Up to 20 index
columns
2. Improves the
performance of a
large list or library
- 14. Config Option Config Location Pre/Post Config Feature/Config Term Store Benefit
Indexed Columns system N/A N/A NO Added
automatically with
folders, search, and
managed metadata
Filtered Views List/Library settings Pre or post
migration
Index columns
must be created
NO 1. First filter must
NOT return
more than 5K
items
2. Up to 2 filters
can be added
per view and
should used
index columns
Items displayed per
page
View Settings Pre or post
migration
View setting NO Not directly related
to resource limit
but increases page
loading loading
- 16. Auto Indexing
Views in lists that exceed 2500 items are automatically indexed
The setting is located in list and libraries under List Settings/Advanced Settings
- 18. What is the term store?
The Term Store is a dedicated database accessible from the SharePoint root site
collection that is specifically designed to store and manage metadata(terms).
- 19. Term Store Benefits
• Terms aka metadata are globally available throughout SharePoint
• Single source of truth for company accepted metadata
• Flexible hierarchy of metadata that can grow and change
• Term store terms can be applied to any lists or libraries via managed metadata columns
• Metadata powers search functionality
• Specific managers can be assigned ownership and management of groups of terms
• Provides user-friendly information architecture