Tuesday, December 07, 2010

The 2000 Items Limit in a SharePoint WSS 3.0 List

WSS 3.0 and probably MOSS as well lets you enter easily tenths of thousands of items in a list. However, if you want to create a view, according to Microsoft the view will be limited to 2000 items. The article that explains this and other limitation is here.

This makes sense in terms of response time. What if you want to Export the data into Excel? A good question. I have a process triggered by a scheduler that exports 14000 items into Excel (this is an Excel List Refresh process), Excel saves it as a CSV file, and another program copies the CSV file into an external system. It works beautifully. However, I have another one that does the same, but sometimes Export 2000, sometimes 4000 and sometimes takes all the ~5000 items. So why is the behavior different?

The former list has about ten columns, none of the is a multiline text field. The other one has over 100 columns with a multiline item that is heavily used. I suspect that the random number of items returned has to do with the system's response time. If the process runs fast it will end up as expected otherwise it will stop at 2000 or 4000 count. I can't prove it though.

So the recommendation is to try avoiding data export to Excel for views that exceed 2000 items.

1 comment:

  1. Thanks a lot. I am new to SharePoint and your post solved my issues.

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