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MichaelHan-MSFT avatar image
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MichaelHan-MSFT asked PeterHarket-0713 published

SharePoint list limitations

Hi all

I have a SharePoint list which has exceed the 5000 item limit. I understand this is a view limit and SharePoint will hold millions of entries.

I need to figure out how to create a second view as my 'All items' view feeds into an excel doc which I need for reporting. e.g. I need the 'All items' view always displaying all items.

When I try to create a new view I get an error message:

"This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator."

I was hoping within the view I could display items only if column A =123... Through the view settigns. Its not allowing me to do this. I've also tried to index columns but I get the same error.

Whats the way around this?

Thanks in advance

Simon

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itchsun-msft avatar image
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itchsun-msft answered itchsun-msft commented

Hi

If the second view you create still exceeds 5,000 items after filtering, obviously, such error messages will still appear.

I recommend that you still need to change your list structure and keep the items displayed in the view below 5000. In general, this is always the best practice to solve similar problems.

If your list is always too large (regardless of filtering by any means), I recommend saving these items into multiple different lists.


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Thanks for the reply. I am trying to filter different views.

Im using "Show items only when the following is true:" and selecting a column which I know is under 5000 cells. Im still getting the error message.

"This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator."

I need the All items view displaying all items at all times is there another work around?

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Hi @sssssiiiiimon-1923

I know you used index column, but is your filter based on index column?

You can follow the steps below:

Creating a filtered view with an indexed column is a two-step process: create an index for a column and then create a view that uses the indexed column to filter the view.

When you create a filtered view, make sure that the first column in the filter expression is indexed and that the single filter expression that refers to the indexed column does not exceed the List View Threshold.

If the issue still exists, selecting another view or creating a new view and compare whether the issue exists.


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StephenMarkStricklandTMMWV-3052 avatar image
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StephenMarkStricklandTMMWV-3052 answered PeterHarket-0713 published

i use power query with from Power bi and I can see all the rows.

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How do you connect to the list? Using Sharepoint List Online connector? Or Power Automate?

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