SharePoint is a powerful tool for managing large amounts of data. However, when dealing with large lists and document libraries, performance issues, throttling limits, and searchability challenges can arise. SharePoint imposes a list view threshold of 5,000 items to maintain system performance, which means large lists must be managed efficiently to avoid errors.
In this guide, we’ll cover:
✔ Challenges of large lists and libraries
✔ Strategies to manage large lists efficiently
✔ How to bypass the 5,000-item list view threshold
✔ Best practices for optimizing performance
1. Challenges of Large Lists and Libraries
List View Threshold (5,000 items limit) – SharePoint restricts queries that return more than 5,000 items in a view to prevent performance issues.
Slow Loading Times – Large lists can lead to sluggish performance if not optimized.
Indexing & Searching Issues – Finding items quickly can be difficult without proper indexing.
Workflow and Power Automate Limitations – Some automation may fail if lists exceed the threshold.
Example: If you have a document library with 50,000 files, opening a view that tries to display all these files at once will trigger a list view threshold error.
2. Strategies to Manage Large Lists and Libraries
Use Indexed Columns
Indexes help SharePoint quickly locate and retrieve data, avoiding the list view threshold.
Steps to Create an Indexed Column:
1️⃣ Go to your SharePoint list or library.
2️⃣ Click on Settings (⚙️) > List settings.
3️⃣ Under Columns, select Indexed columns.
4️⃣ Click Create a new index and choose a frequently used column (e.g., Created Date).
5️⃣ Click OK.
Recommended Indexed Columns:
✔ Date columns (Created, Modified)
✔ Lookup fields (Category, Department)
✔ Status fields (Approved, Pending)
Enable and Use Views with Filters
Instead of loading all items at once, create filtered views that return less than 5,000 items.
Steps to Create a Filtered View:
1️⃣ Go to your list/library and click on Create View.
2️⃣ Select Standard View.
3️⃣ Add a Filter, such as Created is greater than [Today]-90 (last 3 months).
4️⃣ Click OK.
✔ Use indexed columns in filters to improve performance.
✔ Display fewer columns in views to reduce load time.
Organize Data Using Folders and Metadata
Instead of a single list with thousands of items, use folders or metadata to group data.
Steps to Enable Metadata Navigation:
1️⃣ Go to your Library settings.
2️⃣ Select Metadata Navigation and Filtering.
3️⃣ Enable Managed Metadata columns for easier filtering.
✔ Use folders when files belong to specific categories.
✔ Use metadata tags to allow better filtering and searchability.
Enable List Item Pagination (Item Limits)
Steps to Limit Items per Page:
1️⃣ Go to your view settings.
2️⃣ Scroll down to Item Limit.
3️⃣ Set a limit (e.g., 1,000 items per page).
4️⃣ Click OK.
This prevents SharePoint from loading too many items at once.
Use Power Automate to Archive Old Data
If your list is growing too large, move old records to an archive list automatically.
Example Power Automate Flow:
✔ Trigger: When an item is older than 6 months.
✔ Action: Move item to an archive library.
This keeps the active list under the list view threshold.
Leverage SharePoint Search for Large Libraries
Instead of relying on list views, use SharePoint’s search functionality. Best Practices for Search Optimization:
✔ Ensure metadata is properly configured.
✔ Use custom search refiners for filtering results.
✔ Enable content indexing in the list settings.
3. How to Bypass the 5,000-Item List View Threshold
If your list exceeds 5,000 items, avoid errors by using:
✔ Indexed columns and filtered views.
✔ Folders and metadata-based navigation.
✔ Power Automate for data archiving.
✔ Content search web parts instead of direct list views.
Tip: Admins can increase the list view threshold for on-premises SharePoint, but this is not possible in SharePoint Online.
4. Best Practices for Managing Large Lists and Libraries
✔ Plan Your Structure Early – Use folders, metadata, and indexing from the start.
✔ Use Content Types – Helps categorize documents and apply policies.
✔ Avoid Too Many Lookup Fields – They slow down list performance.
✔ Train Users on Filtering & Searching – Encourage using metadata filters instead of browsing large lists manually.
✔ Regularly Archive Old Data – Move older items to a separate archive list.
5. Conclusion
Managing large lists and libraries in SharePoint requires proper planning and optimization techniques. By using indexed columns, views, metadata, and Power Automate, organizations can efficiently handle thousands of records without performance issues.
Next Steps:
✔ Implement indexed columns and filtered views in your lists.
✔ Enable metadata navigation for better organization.
✔ Set up Power Automate flows for archiving old data.