Tag Archives: list size limitations

Chapter 5-7: Working with Lists


Views provide a saved version of filters and sort criteria. To view a list’s available predefined views, simply click the dropdown arrow on the list title in the breadcrumbs ribbon and select the view you want to use.

Chapter 5 7: Working with Lists

Creating a Custom View Based on Existing View

To create a new view, go to the “List” ribbon and click on “Create View” button under “Managed Views”.

Chapter 5 7: Working with Lists

From here you can start from an existing view or create a new view all together. For simplicity sake, it’s easier to use an existing view.

Chapter 5 7: Working with Lists

Once you click on a desired view type, select the checkboxes of the items you want to display in your view. When finished, click “OK”.


Chapter 5 7: Working with ListsAlerts can be set on any list by going to the “List” tab in the ribbon, clicking the “Alert Me” dropdown, and clicking “Set alert on this list”. When you do, you can set properties to alert you via mail or SMS when items are added, items are changed, or items are deleted in this list.

List Size Limitations

The default list size limit in SharePoint is 5,000 items in a list. This is called the list view threshold. If this limit is exceeded in a single list, you will get warning messages and will not be able to view the list. The best way to overcome this obstacle is to make smaller lists out of the large list by using indexes and folders.


Chapter 5 7: Working with ListsIndexes are a way to memorize the entries in a given column and are an industry best practice. To setup a new index, go to the list’s “List Settings” window and click on the “indexed columns” link. After clicking this, click the “Create a new Index” link to create a new index. Inside of the create index window, you can set the primary column and secondary column to index. Once it’s set, your “View” dropdown will display a new view based on the newly created index.


Chapter 5 7: Working with ListsAnother way to organize a list is to use folders. Folders can properly avoid the limit threshold limitations by dividing the content. As stated previously, everything in SharePoint is put into a list. This includes the various libraries. If you wanted to make a new folder to help organize a large library into smaller, more manageable chunks, you can go to the “Library” tab in the ribbon for a given library and click on the “Open with Explorer” button. This opens the library in the familiar Windows Explorer window where you can create a new folder and then drag-and-drop the files into the new folder. When you close the Explorer, simply refresh the window and your changes will be visible.

If you are trying to create a folder for list items and not library items, you have to enable the “Make New Folder” command in the “List Settings” ⇒ “Advanced Settings” window for a given list.

Chapter 5 7: Working with Lists

After you “OK” the activation, you navigate out of the list and to the site’s root. Once at the root, click “Site Actions” ⇒ “Site Settings” ⇒ “Content and structure” link under the “Site Administration” section. Inside this tool, navigate to the list you want to add the folder to in the left-hand side site structure window and click it. Once it’s open, click the “New” dropdown and click “Folder” to create a new folder. Once the folder is created, filter or sort the items based on what you want to go in the folder. Once they’re sorted, select all the files you want to add to the folder and click “Actions” ⇒ “Move” ⇒ select the folder to move them to and click “OK”. Nesting folders inside of folders as well as creating indexes and views inside the folders is allowed and appropriate.

Daily Time Window

The daily time window is a time range which a server administrator sets that does not allow large queries during a specific time frame; normally during business hours. Throttling the large lists ensures that the large lists are queried after the daily time window ensuring the user experience during normal working hours is not negatively affected.

To modify the time range for the daily time window, go to “Central Administration” ⇒ “Mange Web applications” ⇒ click the site you want to change ⇒ “General Settings” on the “Web Applications” tab in the ribbon ⇒ and then click on “Resource Throttling”. Change the time window as needed and click “OK” at the top of the window. The central administration area can be accessed by a person with server permissions on the server.

Chapter 5 7: Working with Lists