SharePoint 5000 Item List view Threshold Checklist and Best Practices

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SHAREPOINT 5000 ITEMLIST VIEW THRESHOLD

10 TECHNIQUES & BEST PRACTICESTO OVERCOME THE LIMIT

GREGORY ZELFOND

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond

About Me

Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of

the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com)

http://www.sharepointmaven.com/


About SharePoint Maven

I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT

MIGRATION CONSULTING TRAINING

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http://sharepointmaven.com/sharepoint-training/

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About SharePoint 5000 item limit threshold

Reference my blog post for an explanation of whatthe SharePoint 5000 item limit threshold is all about

http://sharepointmaven.com/how-to-overcome-sharepoint-5000-item-limit-threshold/




How to overcome 5000 item limit threshold

The following slides explain 10 unique ways (techniques) to mitigate 5000 item limit threshold

They represent best practices when working with large lists and document libraries in SharePoint


It is all or nothing!!!

Implementing just 1 technique from the list will notsolve your 5000 item limit threshold problem!

For best and most effective results, you shouldimplement ALL the recommendations at the sametime when you setup your document library


10 ways to mitigate SharePoint 5000 item limit threshold

1. Spread the content

2. Create sub-folders

3. Setup Metadata

4. Index the columns

5. Create filtered views

6. Limit the number of records displayed

7. Create lots of different views

8. Adjust the default view

9. Enable Metadata navigation

10. Wait until year 2016


Technique # 1: Spread the content

Spread the content among multiple sites and document libraries

Do not put all your files in 1 Document Library

Organize sites/document libraries by business function (i.e. project files are separate from department files)


Technique # 2: Create sub-folders

Generally, using folders in SharePoint is not a good idea

However, folders allow you to break your content into manageable chunks

As long as any given folder in your library contains < 5000 items – you are OK

Things to keep in mind…

Even if you initially break your content into folders, you cannot assure that users will follow this guideline

Also, by using folders, you loose on all the great benefits of metadata

http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/

http://sharepointmaven.com/document-management-in-sharepoint-without-folders-introduction-to-metadata/


Technique # 3: Setup Metadata

Metadata (read: “SharePoint Site or List columns”) allows you to filter, sort and group large lists and present content to user in a friendly way

With metadata, you can minimize the number of items that would be returned/displayed in a view

Learn about metadata and how to set it up in this step-by-step guide

http://sharepointmaven.com/document-management-in-sharepoint-without-folders-introduction-to-metadata/


Technique # 4: Index the columns

Metadata alone will not solve the 5000 Item Limit Threshold issue Even if you filter and sort, SharePoint still has to search through lots and

lots of records Column Indexing allows you to catalogue (create indexes) for certain types

of columns So next time you filter or sort on a column, SharePoint looks in an existing

“catalogue”, instead of searching the whole library over and over again, allowing you to bypass the 5000 item limit threshold


Technique # 5: Create filtered views

Now that you indexed the columns, you can create views via sorting and filtering

VERY IMPORTANT! To take advantage of indexed columns, the firstcolumn you sort or filter on must be indexed!!! If you ignore this – you will still encounter 5000 item limit threshold issue

First Column you filter on must be an indexed column


Technique # 6: Limit the number of records displayed

As a user, imagine choosing a particular document among hundreds or thousands of documents on screen

Most likely, You do not need to display all 20,000 documents every time you access a view

Make life easier for SharePoint and your users by limiting the # of records that will be displayed in a view

Example: You want to create a view and show 50 most recently modified documents in a library– Step 1: Sort by Modified Date in reverse order

– Step 2: Limit the # of items to display to 50


Technique # 7: Create lots of different views

Remember, no single view you create can violate the 5000 item limit threshold (unless you indexed and filtered)

However, your users need views to find documents and items they are looking for

It is a balance that you have to keep in mind– Less views means less planning and bad user experience

– More views means more planning and better user experience

The solution is: Create lots of views for your users, but plan ahead (column indexing, filtering, view item limit)


Technique # 8: Adjust the default view

Do not forget about the default All Documents View

Out of the box, it is just a flat list of files, with no filtering or sorting

Moreover, it is a default view when users click on the document library

Even if you configure all your other views correctly, this view will get you in trouble, if you do not add filtering/sorting on indexed columns or limit the number of records displayed.


Technique # 9: Enable Metadata Navigation

When you configure metadata navigation for the library, SharePoint automatically creates indexes for your columns

That means that with metadata navigation, you are allowed queries that exceed the 5000 list view threshold

NOTE: To configure Metadata Navigation, you must enable Metadata Navigation and Filtering under Site Settings > Manage Site Features

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Technique # 10: Wait until Year 2016

Microsoft has announced that the next version of SharePoint (SharePoint 2016), will have a number of improvements in content management, among other things

The following are some of the improvements that await us in SharePoint 2016– No more 5000 item limit. The list threshold has been increased, however the new

limit is not known at this time

– Single file size limit increased from 2GB up to 10GB

So let’s wait and see. However, the new limit does not negate document management best practices discussed here


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SharePoint 5000 Item List view Threshold Checklist and Best Practices

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