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Managing lists and libraries with more than 5000 items

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This presentation outlines the best practices when managing lists and libraries in SharePoint Online and on-premise that contain more than 5000 items. It also describes a new feature that was added to SharePoint 2016 and SharePoint Online. How the best practices are applied and information about the term store.

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Managing lists and libraries with more than 5000 items

  1. 1. Managing lists and libraries with more than 5000 items Using Microsoft Best Practices
  2. 2. Resources Manage large lists and libraries in SharePoint https://support.office.com/en-us/article/Manage-large-lists-and-libraries-in- SharePoint-b8588dae-9387-48c2-9248-c24122f07c59 Techniques for managing large lists https://support.office.com/en-us/article/SharePoint-lists-V-Techniques-for- managing-large-lists-13456600-ff66-46ec-a2d2-91736d4a166e
  3. 3. Why is managing large lists and libraries important? To ensure that users can quickly find information without adversely affecting the performance of the environment, and not exceeding a SharePoint system threshold.
  4. 4. What is a SharePoint threshold? Configurable limit that can be exceeded to accommodate specific requirements
  5. 5. What are the List View Threshold limits in SharePoint? SharePoint On-Premise 2007, 2010, 2013, 2016 - 5000 items - can be increased SharePoint Online - 5000 items
  6. 6. What are the limitations in document and list libraries? SharePoint On-Premise/Online – 30 million documents or items
  7. 7. Where is data stored in SharePoint? • The data is stored in SharePoint in a database using SQL Server • The database in SQL uses a row-level locking strategy to ensure accurate updates without impacting users who are accessing other rows of data.
  8. 8. How does SQL work with the data? • If a read or write database operation is performed, like querying a list or library, it will cause more than 5,000 rows to be locked at once. • It is more efficient for the SQL database to temporarily escalate the lock to the entire table until the database operation is completed. • SQL databases uses queries, indexes, and locks to maintain overall performance, sharing, and accuracy.
  9. 9. 5K Threshold View Notifications Configuration Notification >3000 items You are warned on the List settings page when the list has exceeded 3,000 items. The warning contains a help link to this topic. > or = 5000 items You will be presented with warning message; The number of items in this list exceeds the list view threshold, which is 5000 items. Tasks that cause excessive server load(such as those involving all list items) are currently prohibited. A link to the reference Managing a large list or library is provided
  10. 10. My list or library has more than 5000 items! • The list or library will remain locked until the number of items is reduced below 5000 items
  11. 11. What does Microsoft Recommend? • Organize items into folders • Apply Metadata Navigation and Filtering • Create Filtered Views • Column Indexes • Controlling the display of data on the page (items displayed per page) • Use list library search box
  12. 12. View a matrix of the options and benefits on the next slide
  13. 13. Config Option Config Location Pre/Post Config Feature/Config Term Store Benefit Folders List/Library settings and View Settings Pre-migration Advanced settings – make new folder available View – show items in folder NO 1. Folders create an internal index automatically 2. Folders only count as 1 item(5k plus in folder will still trigger threshold) Metadata Navigation List/Library settings Pre-migration Term store must be populated and metadata columns added YES Metadata Nav and filtering feature can auto select the best index to work when a view is loaded. Indexed Columns List/Library settings Pre-migration List or library settings NO 1. Up to 20 index columns 2. Improves the performance of a large list or library
  14. 14. Config Option Config Location Pre/Post Config Feature/Config Term Store Benefit Indexed Columns system N/A N/A NO Added automatically with folders, search, and managed metadata Filtered Views List/Library settings Pre or post migration Index columns must be created NO 1. First filter must NOT return more than 5K items 2. Up to 2 filters can be added per view and should used index columns Items displayed per page View Settings Pre or post migration View setting NO Not directly related to resource limit but increases page loading loading
  15. 15. SharePoint Online and SharePoint 2016 has a new feature! Auto Indexing
  16. 16. Auto Indexing Views in lists that exceed 2500 items are automatically indexed The setting is located in list and libraries under List Settings/Advanced Settings
  17. 17. What columns types can be indexed?
  18. 18. What is the term store? The Term Store is a dedicated database accessible from the SharePoint root site collection that is specifically designed to store and manage metadata(terms).
  19. 19. Term Store Benefits • Terms aka metadata are globally available throughout SharePoint • Single source of truth for company accepted metadata • Flexible hierarchy of metadata that can grow and change • Term store terms can be applied to any lists or libraries via managed metadata columns • Metadata powers search functionality • Specific managers can be assigned ownership and management of groups of terms • Provides user-friendly information architecture
  20. 20. Need help or a fully responsive intranet?

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