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Sharepoint 2013 Library List View Limitations

Posted on 2016-10-17
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Last Modified: 2016-10-24
I'm confused about the 5000 item list view limit and what is added up to reach 5000. Does this mean I cannot have more than 5000 items in a Document Library or that I cannot have more than 5000 items in each folder of that document library?


I've read the below KB and am still confused...
https://support.office.com/en-us/article/Manage-large-lists-and-libraries-in-SharePoint-2013-and-SharePoint-2016-b8588dae-9387-48c2-9248-c24122f07c59?ui=en-US&rs=en-US&ad=US
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Question by:David Mundt
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by:SneekCo
ID: 41847403
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by:David Mundt
ID: 41847421
I've read this article as well and I'm not getting the clear answer to my question.

Is the > 5000 item limit the total of a document library or only one list where each folder is the current list...
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by:SneekCo
ID: 41847616
There is  no practical limit to the number of items a list or library can have. The limit is in the millions, depending upon the version of SharePoint.

Folders play no role. They don't add to the count nor do they divide the number of items in to anything.

The list threshold is what you are probably thinking about. SharePoint throttles resources so that one site does not bring down the farm or degrade farm performance for other sites. (Remember SharePoint is about collaboration.) That means that the maximum number of items a list/library view will display is 5000, out of the box. That limit can be adjusted as needed and in some cases I have set it as high as 30,000 for various reasons without any negative impact.

With good design however, the list threshold should never pose a problem to you.

Hope that makes it somewhat clearer for you...
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by:David Mundt
ID: 41848420
So to define list/library view it is ALL items in a library regardless of folder structure?
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SneekCo earned 500 total points
ID: 41848458
A view is a display of data. Lists and Libraries can have an unlimited number of views. Each view can have different filters, styles, groupings etc. applied to them.

When a list or library is created a default view is also created which does show all items, however since the list or library is newly created it is empty. As items are added, the use of views will play an important role in administering the list or library.

For example, if you have a list of 100,000 people, you would probably want to create 26 views, one for each letter of the alphabet. This can be done by using the filter capabilities of views.

Therefore, most views would probably not exceed the list threshold of 5000 items. (In reality maybe it would because there are more names that start with "S" then with "Z", but I hope you get the point.

As far as folders, they don't do much as far as filtering. That means, if you have 10 folders in a list, and all folders have 1000 items, you exceed the threshold by 5000.

Good luck...
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by:David Mundt
ID: 41848466
Thank you! I now understand. I've been thinking in terms of file explorer and the items per folder and it seemed like if each folder had < 5000 items I'd be safe...
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by:SneekCo
ID: 41848507
Glad that helps...
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by:SneekCo
ID: 41857695
Please select a solution and close this question David.
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by:SneekCo
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Thanks
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