The Attempted Operation Is Prohibited Because It Exceeds the List View Threshold: Root Cause and Fix

You see the error message “The attempted operation is prohibited because it exceeds the list view threshold” when you try to open a SharePoint list or library. This error occurs because SharePoint enforces a 5,000-item limit on a single view operation to protect server performance. This article explains why the threshold exists and provides step-by-step methods to fix the problem so you can access your data without errors.

Why SharePoint Enforces a 5,000-Item Limit on List Views

SharePoint uses a SQL Server database to store list and library data. When you open a view, SharePoint queries the database and returns the items that match the view criteria. If a view returns more than 5,000 items, the query becomes slow and can block other operations on the same list. To keep the system responsive, SharePoint blocks any query that exceeds 5,000 items in a single database request.

This limit applies to the number of items returned by a view, not the total number of items in the list. You can have a list with 100,000 items as long as every view filters the data to show fewer than 5,000 items. The error appears when you try to use a view that has no filter or uses a non-indexed column for sorting or filtering.

The threshold is configurable for site collections that use custom code or have special performance requirements. The default value is 5,000 items, and the maximum value you can set is 20,000 items for a site collection. Changing this value does not remove the limit — it only raises the bar for when the error appears.

How the Threshold Affects Different Operations

The threshold blocks more than just opening a view. It also blocks these operations when the result set exceeds 5,000 items:

• Applying a filter or sort in the browser
• Using the “Quick Edit” grid view
• Running a report or export from Power BI or Excel
• Performing a search query that returns items from the list
• Using a SharePoint Designer workflow that reads all items

How to Fix the List View Threshold Error

You have three main methods to fix this error. Choose the method that best fits your situation and permissions.

Method 1: Create an Indexed Column and a Filtered View

This is the safest method and works for most users. You need at least Edit permission on the list or library.

1. Add an index to a column
   Go to the list or library settings. Under Columns, select a column that you can filter on, such as “Created” or “Title.” Click “Indexed columns” and then click “Create a new index.” Select the column you chose and click OK. Wait a few minutes for the index to build.
2. Create a new view that filters on the indexed column
   Go back to list or library settings. Under Views, click “Create view.” Choose a view type, such as Standard View. Give the view a name like “Filtered View.” In the Filter section, select “Show items only when the following is true.” Choose the indexed column, set the condition to “is less than” or “is equal to,” and enter a value that will return fewer than 5,000 items. For example, use the “Created” column with “is less than” and a date that splits your data. Click OK.
3. Set the new view as the default
   In the list or library, switch to the new view from the view dropdown. If you want this view to be the default, go back to list settings, click the view name, and select “Set as default view.”

Method 2: Use Folders to Organize Items

If your list or library supports folders, you can move items into folders and set the view to show items in folders. SharePoint treats each folder as a separate query scope, so a folder with fewer than 5,000 items will load correctly.

1. Enable folder creation
   Go to list or library settings. Under General Settings, click “Advanced settings.” Set “Make ‘New Folder’ command available” to Yes and click OK.
2. Create folders and move items
   In the list or library, click “New” and then “Folder.” Name the folder. Select the items you want to move, click “Move to,” and choose the folder.
3. Set the view to show items in folders
   Go to list or library settings. Click the current view name. In the Folders section, select “Show items in folders.” Click OK. Now when you open the view, you see the folder structure instead of all items at once.

Method 3: Increase the List View Threshold in SharePoint Admin Center

This method requires SharePoint admin permissions. Use it only if your organization has custom code or a business need for larger views.

1. Open SharePoint admin center
   Go to the Microsoft 365 admin center, click “Admin centers,” and then click “SharePoint.”
2. Go to the site collection settings
   In the left navigation, click “Active sites.” Select the site collection that contains the list or library. Click “Policies” in the command bar.
3. Change the list view threshold
   In the policy panel, scroll to “List view threshold.” Enter a value between 5,000 and 20,000. Click Save.
4. Notify users
   Tell the site owners that the threshold has changed. They still need to create filtered views to avoid the error for queries that exceed the new limit.

Common Problems When Working with Large Lists

SharePoint Library Sync Stops After Moving a Folder

If you move a folder that contains more than 5,000 items, the sync client may stop or show errors. The sync client treats the folder move as a bulk operation that exceeds the threshold. To fix this, move items in smaller batches of fewer than 5,000 items. Use the SharePoint web interface to move folders instead of the sync client.

Search Does Not Return Results from a Large List

SharePoint search respects the list view threshold. If a search query would return more than 5,000 items from a single list, the search results page may show an error or no results. To fix this, create a search scope that filters by a date range or other indexed column. You can also use a custom search web part that applies a filter before sending the query.

Power BI Refresh Fails for a Large SharePoint List

Power BI uses the SharePoint REST API, which also enforces the list view threshold. If your Power BI dataset tries to load more than 5,000 items from a list, the refresh fails. To fix this, use Power Query to filter the data at the source. Add a filter on an indexed column, such as “Created” after a specific date, to keep the query under the threshold.

List View Threshold vs. Item-Level Security: Key Differences

Item	List View Threshold	Item-Level Security
Purpose	Prevents slow database queries that block other users	Controls which items each user can see or edit
Scope	Applies to all users in a site collection	Applies per user or group
Configuration location	SharePoint admin center > Active sites > Policies	List settings > Advanced settings > Item-level permissions
Effect on views	Blocks any view that returns more than 5,000 items	Hides items that the user does not have permission to read
Performance impact	Improves database performance by limiting query size	Can slow down views if many unique permissions exist per item

You can now create indexed columns, build filtered views, or use folders to work around the list view threshold. If your organization needs a higher limit, adjust the threshold in SharePoint admin center. For very large data sets, consider moving data to a Microsoft 365 database or using Power Apps to build a custom interface that queries data in smaller chunks.