Sharepoint list view threshold

Question

Hello,

One of our Sharepoint sites is giving me the warning that the items in the list view is close to the list view threshold. I know the best way to get around this is to move items to other libraries and build other sites however this will take further wider business discussion and buy in.

I've managed to replicate the issue in a testing site so I can try and create a new view to filter on and prevent any issues we might have when it hits the threshold. I've created a new view that prevents anything that was created and modified before today's date (this isn't the filter I'll use it's just so I can try and see a result) however, the message within the library settings is still showing the same amount of list items. Should I expect this to reduce? It looks like it's pulling from the correct view. I'm just wondering how I'm going to know that the changes I've made are having any affect until the threshold limit is actually met?

Any insight would be appreciated.

Answer 1

Hi Holly,

Thank you for querying in this forum.

According to your description, it seems that you encountered an warning which mentioned that the items in the list view is close to the list view threshold. And you have tried replicating the issue and creating a new view to filter, you want to prevent this situation. However, you found that the warning message in the library settings still shows the same amount of list items. And you want to know if the changes you made or items you added will have any effect until the threshold limit is met.

May I know if my understanding is right? As far as we know, if the items in a list view are less than 5000 items, it works fine, however, once the items are morn than 5000, there will appear an error message. And generally, you can store up to 30 million items or files in a list or library. Filtered views of large lists have a similar experience to other lists. However, when a list view shows more than 5000 items, you may run into a list view threshold error.

At the same time, the warning message is just a notification which reminds you there are several items in your list and it is approaching the list view limit.

In the meantime, to avoid this situation, you can edit the list view when an error occurs. For more details, you can refer to this article: Manage large lists and libraries.

If the scenario above is not consistent with yours, you can also post back and we will try our best to help you.

Best Regards,

Sukie

Answer 2

Thank you for your reply.

Yes you are correct, I am getting the warning when opening the library settings but it's not currently causing any performance issues.

There are over 20000 items in the library but the list items is currently at 4003, so I'm receiving the warning to say we've nearly reached the threshold. I've read the article you've attached multiple times, and have created a new list view as suggested, and made this list view the default but when I go into library settings the notification still states there are 4003 list items.

My question is how am I meant to know if I'm going to run into performance issues? As you can see from my screenshot, it's showing my Test view and still showing 4003 items, but when I view the document library there is nothing in there. Should the warning disappear because there are no items showing when I use that list view?

Answer 3

Hi Holly,

We appreciate that you posted back and shared your feedback here.

We have read your description carefully, it seems that you have 4003 items in your SharePoint list, and you have created a new view and set it as default view, however, when you access library settings, you found you can still see that warning message.

And you want to know if there is any performance issues. And you also want to know why you still see the warning message even if the new view doesn’t have any items.

If my understanding is right, for your first question is related to performance, generally, as the number of items you added increases, the speed of opening and editing items and saving items may be affected. So if you add more and more items, the speed of opening and editing items and saving items may be affected.

For your second question, as we mentioned above, this view may not be related to view and it is related to the items of your list. Generally, when the items in your SharePoint list is approaching 5000 items, it will appear warning message. It is not related to the new view created, it just show the entire items you created in this list, and this warning message just is a notification that your list have many items and you need to pay attention to it and avoid that situation in time. So even if you have created a new view without any items, this warning message will still appear.

Best Regards,

Sukie

Answer 4

Hi Holly,

May I know if you still need help? If so, you can post back and we will try our best to help you.

Best Regards,

Sukie