Optimizing Large SharePoint Lists Beyond the 5,000-Item Threshold

Problem Overview

SharePoint lists often fail or slow down once the 5,000-item view threshold is exceeded, causing operational bottlenecks for large enterprises.

Key Challenges

• View threshold restrictions on queries
• Throttled APIs and delayed workflows
• Poor end-user experience due to slow rendering

Solutions & Best Practices

1. Segment large lists into multiple libraries or filtered views
2. Use indexed columns for key filters
3. Implement pagination or batching in Power Automate and custom apps
4. Move archival or rarely accessed data to external databases or storage
5. Monitor list performance and adjust workflows dynamically

Benefits

• Reliable and fast list operations
• Reduced throttling and flow failures
• Scalable architecture for enterprise usage
• Better end-user experience