Manage large lists and libraries

Overview

Microsoft SharePoint lists and document libraries can contain large amounts of information. However, you may encounter a List View Threshold error when working with a list or library containing thousands of items.

The List View Threshold does not mean that a SharePoint list or library can contain only 5,000 items. SharePoint supports up to 30 million items or files in a list or library. Instead, the threshold limits how many items certain operations can process at one time.

Microsoft uses the List View Threshold to help maintain consistent SharePoint performance.

What is the List View Threshold?

The default List View Threshold is approximately 5,000 items. If a SharePoint view or operation attempts to process more than the threshold, the operation may be blocked or you may receive a List View Threshold error.

If your list or library contains more than 5,000 items, you do not necessarily need to delete or move content. Instead, configure your views so SharePoint does not need to process too many items at once.

Avoid List View Threshold errors

Microsoft recommends several approaches for working with large SharePoint lists and libraries, including:

• Use indexed columns to improve how SharePoint queries list or library information.
• Filter views to reduce the number of items returned.
• Use folders to organize large collections of information.
• Use the Search box when you need to locate specific items.
• Create personal views when you need a view designed for a particular task.
• Use the modern SharePoint experience, particularly for views that display many items.

Create an indexed and filtered view

For large lists and libraries, you can use indexed columns with filtered views to reduce the number of items SharePoint needs to process.

Step 1: Choose a column to index

Choose a column that you commonly use to filter the list or library. You generally do not need to index every available column.

For example, you might index a column such as:

• Status
• Department
• Category
• Created
• Modified

Step 2: Create the index

1. Open the SharePoint list or document library.
2. Select Settings (gear icon).
3. Select List settings or Library settings.
4. Scroll to the Columns section.
5. Select Indexed columns.
6. Select Create a new index.
7. Under Primary Column, select the column you want to index.
8. Select Create.

Step 3: Filter your list or library

After creating the index, configure the list or library to display a smaller set of items.

1. Return to the list or library.
2. Select the heading of the column you indexed.
3. Select Filter by.
4. Select the items you want to display.
5. Select Apply.

For example, if you indexed a Status column, you could filter the column so that the view displays only items with a particular status.

Step 4: Save the filtered view

After applying the filter:

1. Select the View options menu. The current view may be named All Items or All Documents.
2. Select Save view as.
3. Enter a name that describes the view.
4. Choose whether the view should be public or private, if those options are available to you.
5. Select Save.

Your saved view will retain the filtering selections you configured.

If you still receive a List View Threshold error

If you continue receiving a List View Threshold error, review how the affected view is configured. Depending on the view, you may need to:

• Further limit the number of items returned by your filters.
• Review the columns used for filtering.
• Remove unnecessary sorting or grouping.
• Remove totals.
• Display only the columns needed for the view.

You can also try creating a simpler view and gradually adding filters, sorting, or grouping to determine which configuration causes the issue.

Additional SharePoint limits

The List View Threshold is separate from the maximum number of items a list or library can contain.

Breaking permission inheritance for an individual item or folder counts toward the unique permissions limit.

Additional resources

For more information, see Microsoft's guidance:

• List View Threshold for large lists and libraries

Need help?

If you encounter a viewing error or a List View Threshold error and need assistance configuring a large SharePoint list or document library, submit a support request through Microsoft Office 365 Support Request.