How To Increase List View Threshold In Sharepoint Online

As a user of SharePoint Online, you may have encountered the challenges of the list view threshold, which limits the number of items you can view in a list before it affects performance. This article aims to guide you on increasing the list view threshold, providing a solution to a common problem faced by users. Let’s learn how to overcome this hurdle and maximize your SharePoint Online experience.

What Is List View Threshold In SharePoint Online?

List View Threshold in SharePoint Online refers to the maximum number of items that can be processed at once in a database operation, such as a query. This limit is in place to protect the performance of the system. If this threshold is exceeded, it can cause performance problems. It is important to have a clear understanding of what the list view threshold is in SharePoint Online in order to avoid reaching this limit and to ensure optimal performance of your SharePoint Online environment.

Why Is List View Threshold Important?

List view threshold is an essential factor in SharePoint Online as it sets the limit for the maximum number of items that can be shown in a list or library. Going beyond this limit can result in performance problems, such as slow loading times and potential system crashes. By maintaining the list view threshold, you can ensure optimal system performance and a positive user experience.

To address any issues with the list view threshold, you can implement indexing, create filtered views, or restructure data to distribute items across multiple lists or libraries.

What Is The Default List View Threshold In SharePoint Online?

The default list view threshold in SharePoint Online is 5,000 items. This limit is set to maintain acceptable performance levels for SharePoint. Exceeding this limit can lead to performance issues and failed queries. It is crucial to plan and design your lists and libraries with this threshold in mind, utilizing indexed columns and filtered views to effectively manage large datasets.

Pro-tip: To prevent reaching the list view threshold, consider using metadata navigation and filtering to efficiently locate desired content.

What Are The Factors That Affect List View Threshold?

When working with large lists in SharePoint Online, you may encounter the List View Threshold, which limits the number of items that can be displayed in a list view. However, there are ways to increase this threshold and avoid hitting the limit. In this section, we will discuss the key factors that can affect the List View Threshold and how you can optimize them to increase the limit. These factors include the number of items in the list, indexed columns, and views with filters.

1. Number Of Items

• Assess the current number of items in the list.
• Monitor the growth rate of items over time.
• Regularly review and archive old or obsolete items to maintain a manageable list size.

Pro-tip: Implementing an automated archiving process can streamline the management of number of items in the list, ensuring that it stays within the optimal threshold.

2. Indexed Columns

• Create indexed columns for frequently used fields in order to optimize system performance.
• Head to the list settings and click on Indexed Columns.
• Select a column to be indexed and then click on the option to create a new index.

In order to improve overall efficiency and reduce the impact of the list view threshold, it is crucial to effectively utilize indexed columns in SharePoint Online.

3. Views With Filters

• Create views with filters to display specific sets of data based on defined criteria.
• Access the list or library, and then select ‘Create View’.
• Choose the view type and apply filters to display only the required data.
• Utilize conditions such as ‘equals’, ‘contains’, or ‘greater than’ to filter the view.

When using views with filters, make sure to optimize the filters to avoid exceeding the list view threshold and improve performance.

How To Increase List View Threshold In SharePoint Online?

Are you struggling with the list view threshold in SharePoint Online? This limitation can be frustrating when trying to view or manage large lists. However, there are several ways to increase the threshold and improve your experience. In this section, we will discuss four methods to increase the list view threshold in SharePoint Online, including using indexing, folders, filtered views, and managed metadata navigation. These techniques will help you navigate through large lists more efficiently and effectively.

1. Use Indexing

• Access the SharePoint Online site as a user with administrative privileges.
• Go to the list where you want to use indexing.
• Click on the list to open it.
• Choose the ‘List’ tab and then click on ‘List Settings’.
• Under the ‘Columns’ section, select ‘Indexed columns’.
• Click on ‘Create a new index’.
• Select the desired column to be indexed and click ‘Create’.
• Refresh the view to apply the changes.

2. Use Folders To Organize Items

• Create folders based on categories or criteria.
• Organize items into respective folders.
• Set clear naming conventions for folders and items to ensure easy navigation.
• Regularly review and reorganize folders to maintain a streamlined structure.

Did you know? Utilizing folders in SharePoint Online can greatly enhance the organization and accessibility of documents and data.

3. Use Filtered Views

1. Create filtered views based on specific criteria, such as creation date or category.
2. Utilize column filters to display only relevant data, reducing the number of items shown.
3. Apply multiple filters to refine the view, ensuring that only necessary items are displayed.

To optimize SharePoint Online, implement filtered views to improve user experience and prevent list view threshold issues.

4. Use Managed Metadata Navigation

1. Create a managed metadata column in the list.
2. Populate the managed metadata column with appropriate terms.
3. Create views that filter items based on managed metadata terms.
4. Encourage users to use managed metadata terms to tag items for easier navigation.

What Are The Best Practices To Avoid Hitting The List View Threshold?

As an organization grows and expands, so does the amount of data stored on SharePoint Online. However, there is a limit to how many items can be viewed in a list before reaching the List View Threshold. In this section, we will discuss the best practices to avoid hitting this threshold. These include limiting the number of items in a list, using indexed columns, utilizing filtered views, and implementing managed metadata navigation. By following these practices, you can ensure a smooth and efficient experience on SharePoint Online.

1. Limit The Number Of Items In A List

• Regularly review and remove unnecessary items to limit the number of items in a list.
• Archive or move old items to another location to reduce the list’s size.
• Utilize folders to categorize and organize items efficiently.
• Implement retention policies to automatically delete expired items and maintain a manageable list.
• Opt for using document sets to manage related content as a single entity and keep the list concise.

2. Use Indexed Columns

• Create indexed columns for data fields that are frequently filtered or sorted.
• Go to the list, select the Settings gear icon, and choose ‘List settings’.
• Click on ‘Indexed columns’ and then ‘Create a new index’.
• Choose the column to be indexed and click ‘Create’.

3. Use Filtered Views

1. Create a new view in SharePoint Online.
2. Apply filters to the view based on specific criteria.
3. Set the filtered view as the default view for users accessing the list.

Pro-tip: Regularly review and update the filters to ensure the view remains relevant and effective.

4. Use Managed Metadata Navigation

• Create a managed metadata column in the library.
• Apply metadata terms to documents.
• Create navigation hierarchies based on managed metadata.

The concept of using managed metadata navigation dates back to the early 2000s when it was first introduced in the field of knowledge management to improve information organization and retrieval.

Frequently Asked Questions

How do I increase the list view threshold in SharePoint Online?

The list view threshold in SharePoint Online can be increased by following these steps:

1. Log into your SharePoint Online site as an administrator
2. Navigate to the list or library you want to increase the threshold for
3. Click on the “Settings” gear icon and select “List Settings”
4. Under the “Advanced settings” section, click on “Throttling settings”
5. Change the “List view threshold” value to the desired amount
6. Click “Ok” to save your changes

What is the list view threshold in SharePoint Online?

The list view threshold in SharePoint Online is the maximum number of items that can be displayed in a list or library view at one time. It is set at 5,000 items by default to maintain system performance, but can be increased by administrators if needed.

Why do I need to increase the list view threshold in SharePoint Online?

You may need to increase the list view threshold in SharePoint Online if you have a large list or library with more than 5,000 items that you want to display in one view. The default threshold is in place to maintain system performance, but you can increase it if needed.

Is it safe to increase the list view threshold in SharePoint Online?

Increasing the list view threshold in SharePoint Online can have an impact on system performance, so it is important to carefully consider if it is necessary before making any changes. It is recommended to test the performance after increasing the threshold to ensure it does not negatively affect your site.

Can I decrease the list view threshold in SharePoint Online?

Yes, you can decrease the list view threshold in SharePoint Online by following the same steps as increasing it. Keep in mind that decreasing the threshold may result in certain views becoming inaccessible if they exceed the new limit.

What happens if I exceed the list view threshold in SharePoint Online?

If the list view threshold in SharePoint Online is exceeded, users will receive an error message stating that the list or library contains too many items to be displayed in a single view. This may also affect the performance of the site for all users.