How many items can a SharePoint list hold?

A SharePoint list can hold up to 30 million items. Most problems start long before that, at the 5,000 item list view threshold, item permissions and large views.

What is the maximum number of items in a SharePoint list?

Microsoft states that a list can have up to 30 million items. A library can have up to 30 million files and folders.

This is the storage limit. It does not mean every view of a 30 million item list works. Filters, sorting and grouping have their own limit, covered below.

Why does my list fail at 5,000 items if the limit is 30 million?

The 5,000 number is the list view threshold. It limits how many items one query can scan at once. A list with 6,000 items still works if each view filters on an indexed column and returns fewer than 5,000 items.

The fix is an index on the column you filter by, plus a view that filters first. Our "list view threshold guide" shows the steps.

How big can a file attached to a list item be?

Microsoft sets 250 MB for a file attached to a list item. This applies to Microsoft Lists and SharePoint lists, since both use the same platform.

Attachments also use your storage. Read "where SharePoint list attachments go" before you plan a list that collects many files.

How many items can have their own permissions?

Microsoft supports up to 50,000 unique permissions in a list or library. It recommends staying at 5,000 or fewer.

When a list has more than 100,000 items, you cannot break or restore permission inheritance on the list itself. You can still break inheritance on single items.

A list where each person sees only their own items depends on this. See "how to show people only their own items".

How many versions does a list item keep?

Microsoft lists a limit of 50,000 major versions and 511 minor versions. Version history is on by default for lists, so heavy edits on one item add up.

What should you do when a list gets very large?

Add an index to each column you filter or sort by.
Build views that filter first, for example Status is not Closed.
Move closed items to a second list on a schedule.
Keep unique permissions to the items that need them.
Check item counts every quarter, before users report slowness.

Moving old items out keeps the main list fast. The "archive closed items guide" shows a flow that does it.

FAQ