Manage large lists and libraries in SharePoint

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You can store up to 30 million items or files in a SharePoint list or library. Filtered views of large lists have a similar experience to other lists. However, when a list view shows more than 5000 items, you may run into a list view threshold error. Follow one or all of the three steps below to update your list when you do.

Tip: Check out these YouTube videos about lists from SharePoint community experts to learn more. You might also find these videos about libraries helpful.

Use modern

Views showing many items work best in the modern experience. Use the modern experience to avoid errors you might see in the classic experience.

Add indexes

When you filter or sort by a column that doesn’t have an index, you might see an error message. Add an index manually from List Settings in the settings menu then Indexed Columns.

Indexes are created automatically in the following two situations:

  1. When saved views have columns used for sorting or filtering
  2. When sorting in the modern experience

Note: Automatic index creation when sorting in the modern experience is limited to lists and libraries with less than 20,000 items.

Edit the list view

If an error occurs when working with a large list, edit your list view.

The following 4 changes will remove list view threshold errors. Make all 4 changes to remove all errors.

Remove sorting for the list view

  • Select None from both First sort by the column and Then sort by the column

Note: Columns with column types people, lookup or managed metadata can cause list view threshold errors when sorting. However, text, number, date and other column types can be used in the first sort.

Remove grouping in edit view

  • Select None from both First group by the column and Then group by the column

Other edits for the list view

  • Select None for all columns in the Totals section
  • Deselect all but one column for display from the Columns section

Note: Displaying 12 or more columns of the following types can cause a list view threshold error: people, lookup, and managed metadata. Displaying columns of other types will not. 

This information was compiled using information courtesy of © Microsoft 2020. All rights reserved.

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