Manage Large Lists And Libraries In SharePoint

10 Easy Ways To Manage Large Lists and Libraries in SharePoint

Curious to know the best ways to manage large lists and libraries in SharePoint? Then the article is for you!

Are you aware of the fact that you can store up to 30 million items or files in a SharePoint list or library? Yes, it is true. However, there is 5000 items limit in a single view for lists.

For very large lists with a large number of data, the list view threshold is 5000 items.

Here in this article, we discuss a few steps to understand and overcome certain errors while managing large lists and libraries.

Read on.

10 Easy Ways To Manage Large Lists and Libraries in SharePoint

Below mentioned are the best possible ways to manage large lists and libraries in SharePoint.

1. Use Modern View

The modern view in SharePoint is the best to display a large number of items. The classic experience has fewer errors when compared to the modern view but often the modern view is more recommended.

Use modern view

2. Add indexes

Filtering or sorting a column that doesn’t have an index, may encounter errors. 

Add an index manually from List Settings > Indexed Columns. 

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

Indexes are automatically created in the following two situations: 

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

Add indexes error

3. Edit the list view

Edit your list view if an error occurs when working with a large list.

  • First sort by the column and Then sort by the column, select None.
  • First group by the column and then group by the column, select None.
  • For all columns in the Totals section, select None.
  • From the Columns section, clear all but one column for display.

4. OneDrive Sync

When the large SharePoint libraries are allowed to synchronize with OneDrive it might sometimes the connection breaks and it may lead to unexpected errors.

5. Calculated Columns

When you try to create calculated columns on lists with very large data, most it can become unresponsive and finally become an error.

Calculated columns error

6. Custom Made Views

Certain custom-made views other than normal views can result in error messages or misconfiguration. Try to hold a very small number of items in each view.

7. Bulk Edit

When a user tries to edit the metadata for multiple files by selecting most of them, then it can reach the threshold limit and become an error.

Bulk edit error

8. Apply Unique Permissions

When a user tries to create unique permissions for a list or library that contains more than 1,00,000 items. SharePoint won’t allow breaking the permissions on a list or library with more than 1,00,000 items. If it is forcefully done it will prompt an error.

Apply unique permissions error

9. Renaming Large Library

When a user tries to rename a large library or folder that contains a large number of items i.e., more than the view threshold limit. It will show an error message that the library cannot be renamed.

Renaming large library

10. Reorganize Large folders

When a user tries to move or reorganize libraries with a large number of documents or images it may lead to an unexpected error.

Reorganize large folders

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