Video: SharePoint lists V - Techniques for managing large lists

Your browser does not support video. Install Microsoft Silverlight, Adobe Flash Player, or Internet Explorer 9.

When a SharePoint list gets large, you might see warnings such as, “This list exceeds the list view threshold,” or “Displaying the newest results below.” Find out why these warnings occur, and learn ways to configure your large list so that it still provides useful information.


After completing this course you will be able to:

  • Learn what the List View Threshold is, and understand its benefits.

  • Create an index so that you can see more information in a view.

  • Create folders to better organize your large list.

  • Use Datasheet view for fast filtering and sorting of a large list.

  • Learn what the Daily Time Window for Large Queries is.

  • Use Key Filters for fast filtering within Standard view.

  • Sync a large list to SharePoint Workspace.

  • Export a large list to Excel.

  • Link a large list in Access.

Before you begin

This course requires experience working with SharePoint lists, or you can take Lists I: An introduction, Lists II: Create and work with different lists, Lists III: Create a list based on a spreadsheet, and Lists IV: Create a custom list.

Download this course

Offline version (78.9 MB)

Additional information

This course explains the following warnings, why they happen, and what to do about them:

  • “Displaying only the newest results below. To view all results, narrow your query by adding a filter.”

  • “Cannot show the value of the filter. The field may not be filterable, or the number of items returned exceeds the list view threshold enforced by the administrator.”

  • “This view cannot be displayed because it exceeds the list view threshold (5,000 items) enforced by the administrator.”

  • “The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator.”

Quick reference card

See the quick reference card for a brief, printable reminder of the key points in this course.

See more courses on Office Training Center.

Connect with an expert
Contact us
Expand your skills
Explore training

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.