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Document Library limitation RRS feed

  • Question

  • In my organization the limit for our document library is 5000 items. Is it something that is hard set by share point or it is a setting by our admin. What are the risks of expanding the number beyond 5000 item? what are the actual limits? 
    Tuesday, September 16, 2014 3:03 PM

Answers

  • Hi Karan,

    This is the default threshold limit in SharePoint. If you have items more then 5000 in your document library, you will not able to use numerous features of SharePoint for your Document library. You might be getting error as mentioned in below screenshot.

    To avoid this error, You should arrange your items in multiple folders and apply the filter criteria on creation date or any other column that can be helpful in increasing the performance.

    Please as Answer, If  this helps.

    Thanks,

    Dharmendra singh

    MCPD | MCTS (SharePoint)

    • Marked as answer by Karan24 Thursday, October 2, 2014 4:41 PM
    Thursday, September 25, 2014 7:59 AM
  • Hi,

    you can access al your items, but you can only retrieve 5000 in a place, anyway, itá not recommended no retrieve more than 5000 elements in a query.

    • Marked as answer by Karan24 Thursday, October 2, 2014 4:41 PM
    Thursday, September 25, 2014 8:09 AM

All replies

  • The 5,000 limit is a limit on the number of documents that can be retrieved in a list, not on the number of documents that can be stored in a library.  You can store many more documents than that.  The problem if you do is that when you try to retrieve a list of documents the default is to retrieve all of them, which will fail.

    Paul Stork SharePoint Server MVP
    Principal Architect: Blue Chip Consulting Group
    Blog: http://dontpapanic.com/blog
    Twitter: Follow @pstork
    Please remember to mark your question as "answered" if this solves your problem.

    Tuesday, September 16, 2014 3:08 PM
  • Does this mean if I store 10000 document in a list/library I only have access to 5000 of them? This is weird. Why someone store documents in a place that can not be retrieved? Or only 5000 can be displayed in a view? I am confused. 
    Thursday, September 18, 2014 12:57 AM
  • only 5000 can be displayed in a view?

    >> This is correct. At a time you can access 5000 items, without changing the List view threshold.

    If you planning for large list, have a look at the below article for design considerations

    http://technet.microsoft.com/en-us/library/cc262813(v=office.14).aspx


    My Blog- http://www.sharepoint-journey.com|
    If a post answers your question, please click Mark As Answer on that post and Vote as Helpful

    • Proposed as answer by Bala Chowdary Thursday, September 18, 2014 9:53 AM
    Thursday, September 18, 2014 3:43 AM
  • No it means that when you try to retrieve the documents you have to filter your retrieval to make sure that you are only accessing 5,000 documents at a time.  The easiest way to do that is by always filtering on some metadata value.  Change the value and you'll change the set of documents that you retrieve.  You just can't get all of them at any one time.  But after all, if you have 10,000 documents in a library do you really want to scroll through the entire list in the UI 25 documents on a page?

    Paul Stork SharePoint Server MVP
    Principal Architect: Blue Chip Consulting Group
    Blog: http://dontpapanic.com/blog
    Twitter: Follow @pstork
    Please remember to mark your question as "answered" if this solves your problem.

    Thursday, September 18, 2014 11:32 AM
  • Hi Karan,

    This is the default threshold limit in SharePoint. If you have items more then 5000 in your document library, you will not able to use numerous features of SharePoint for your Document library. You might be getting error as mentioned in below screenshot.

    To avoid this error, You should arrange your items in multiple folders and apply the filter criteria on creation date or any other column that can be helpful in increasing the performance.

    Please as Answer, If  this helps.

    Thanks,

    Dharmendra singh

    MCPD | MCTS (SharePoint)

    • Marked as answer by Karan24 Thursday, October 2, 2014 4:41 PM
    Thursday, September 25, 2014 7:59 AM
  • Hi,

    you can access al your items, but you can only retrieve 5000 in a place, anyway, itá not recommended no retrieve more than 5000 elements in a query.

    • Marked as answer by Karan24 Thursday, October 2, 2014 4:41 PM
    Thursday, September 25, 2014 8:09 AM
  • Dear Karan<o:p></o:p>

    Normally that's why Microsoft Best Practices tells about capacity planning. You can store more than 5000, but when you are going to view them in Default View, Even you see 30 items (by default) in view settings. SharePoint will Query through all 5000+ items to give you that 30 items. which is a additional load to the server.<o:p></o:p>

    To restrict that, SharePoint itself give you the 5000 limitation which you can change from Central Administration under List Throttling settings in Web Application General Settings. <o:p></o:p>

    but it will solve your problem temporary. once you reach that number, you will have same issue. <o:p></o:p>

    what you can do is based on the usage of List you can create Multiple Views which can filter your items less than 2000 ( 2000 is recommended value by Microsoft per view)<o:p></o:p>

    it will save your server performance, same time you can identify few columns which you can make indexed columns (columns you will use to create filters)<o:p></o:p>

    let users to use newly created views instead of giving default view<o:p></o:p>

    this is one option. <o:p></o:p>

    Creating folders and move items in to folders will give your ability to view items more than 5000, because it will give you an effect like you use indexed columns

    <o:p>Cheers</o:p>

    just an update if anyone need more details

    How to Manage Large Lists

    • Edited by Tharindu-- Monday, September 4, 2017 5:09 PM
    Thursday, October 16, 2014 10:49 AM