SharePoint is a powerful product for organizations but comes with certain limits and boundaries. These restrictions exist to ensure optimal performance and reliability for all users. Understanding these limits can help teams plan their SharePoint implementation more effectively.
A SharePoint list can contain up to 30 million items, and a library can store up to 30 million files and folders. However, when a list, library, or folder contains too many items, users may experience performance issues. This is particularly important for organizations with large amounts of data to consider when structuring their SharePoint environment.
These limitations vary between SharePoint Online and on-premises versions like SharePoint Server 2016 and 2019. For instance, older SharePoint Server versions only support up to 260 characters for file paths, while SharePoint Online offers more flexibility. Knowing these differences helps organizations make informed decisions about which SharePoint version best suits their needs.
Overview of SharePoint Limits and Boundaries
SharePoint platforms come with specific operational boundaries that affect how you build and manage your solutions. These limits protect system performance and reliability while ensuring a good user experience for everyone.
What Are SharePoint Limits?
SharePoint limits are restrictions placed on various aspects of the platform to maintain optimal performance. They define the maximum values for items like list sizes, file uploads, and character counts.
For example, SharePoint Online lists can hold up to 30 million items, though Microsoft recommends staying under 5,000 items per view for better performance. File upload sizes are capped at 250 GB in SharePoint Online.
These boundaries aren’t just arbitrary numbers. They’re carefully tested thresholds that balance system resources with user needs. Some limits are hard boundaries that cannot be exceeded, while others are recommended guidelines or “soft limits.”
Understanding these constraints helps organizations plan their SharePoint architecture effectively and avoid performance issues down the road.
Purpose of Boundaries in SharePoint
Boundaries in SharePoint serve several important functions. First, they protect the platform’s stability by preventing resource exhaustion. When too many items exist in a list or library, queries become slower and can impact everyone’s experience.
These limits also help maintain security. Restrictions on file types and script execution reduce potential attack vectors in the system.
Boundaries provide clear guidance for capacity planning for administrators. IT teams can design more efficient solutions by knowing the maximum number of sites per tenant or content database sizes.
Microsoft establishes these limits based on extensive testing and real-world usage patterns. They reflect the technical realities of database performance, network capabilities, and server processing power.
Microsoft 365 vs. SharePoint Server Limits
Due to their architectural differences, SharePoint Online (part of Microsoft 365) and SharePoint Server have different limit structures.
SharePoint Online typically offers larger storage capacities but stricter performance boundaries. For instance, the list view threshold is set at 5,000 items and cannot be modified by administrators. This helps Microsoft maintain consistent performance across its multi-tenant environment.
Key differences include:
| Feature | SharePoint Online | SharePoint Server |
|---|---|---|
| List view threshold | 5,000 items (fixed) | 5,000 items (adjustable) |
| File size | Up to 250 GB | Up to 10 GB (default) |
| Storage | Based on subscription | Limited by server hardware |
SharePoint Server gives organizations more control over infrastructure and limits configurations. Administrators can adjust certain thresholds based on their hardware capabilities and business needs.
However, this flexibility comes with greater responsibility for performance management and infrastructure maintenance that doesn’t exist in the cloud-based version.
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Site Collection and Site Limitations
SharePoint imposes specific limitations on site collections and sites to maintain optimal performance and scalability. Understanding these boundaries helps administrators plan their SharePoint architecture effectively and avoid performance issues.
Maximum Site Collections per Farm
SharePoint Server 2019 supports up to 750,000 site collections per farm. This includes 500,000 Personal Sites (MySites) plus 250,000 for all other site templates. This limitation ensures the farm remains manageable and performs well under load.
For SharePoint Online, Microsoft manages the farm infrastructure, but organizations still need to work within defined limits. Each tenant can have thousands of site collections, though the exact number varies based on your subscription plan.
Site collections consume storage from your overall tenant quota. When a site collection reaches 25 TB, it enters Read-Only mode until content is deleted or moved, preventing further content additions.
Administrators can set lower storage limits than the maximum to help manage growth and prevent performance issues.
SharePoint Sites and Subsites Boundaries
SharePoint allows for a hierarchical structure with sites and subsites. The recommended maximum number of subsites within a site collection is 2,000.
While technically possible to create more, exceeding this limit may impact performance in areas such as:
- Site navigation rendering
- Permission management
- Content migration
- Backup and restore operations
Modern SharePoint architecture generally recommends a flatter structure using more site collections rather than deep subsite hierarchies. This approach offers better governance, security boundaries, and alignment with Microsoft 365 Groups.
Each site has limitations on list sizes, document libraries, and items. A single list can contain up to 30 million items, but performance considerations typically recommend staying under 5 million items per list.
Managed Paths Constraints
Managed paths define the URL structure for site collections in SharePoint. There are two types:
- Explicit managed paths: Point to a single site collection
- Wildcard managed paths: Allow multiple site collections under the same path
| Path Type | SharePoint Server 2019 Limit | SharePoint Online Limit |
|---|---|---|
| Explicit | 20 per web application | 20 per tenant |
| Wildcard | 20 per web application | 20 per tenant |
The total URL length cannot exceed 400 characters. This includes the managed path, site name, and any subsite paths.
SharePoint Online includes default managed paths like “/sites/” and “/teams/”. Custom managed paths can be created, but they count toward the limits. Planning your managed paths carefully helps create logical URL structures for users.
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Storage and Content Database Boundaries
SharePoint systems have specific limits that affect how much data you can store and how it’s managed. Understanding these boundaries helps organizations plan their SharePoint implementation effectively and avoid performance issues.
Content Database Size Restrictions
Microsoft strongly recommends limiting SharePoint content databases to 200 GB under normal circumstances. This recommendation applies to both on-premises SharePoint 2016/2019 servers and SharePoint Online. Exceeding this size can impact system performance, backup times, and overall reliability.
For specific scenarios, larger databases are supported:
- Standard usage: 200 GB recommended limit
- All usage scenarios: Up to 4 TB when specific requirements are met
- Document archiving: Up to 4 TB with proper planning
When content databases reach their limits, performance degrades noticeably. Backup and restore operations take longer, and users may experience slower page loads. Organizations should monitor database growth and plan to split content across multiple databases before reaching these thresholds.
Storage Limits per Site Collection
SharePoint Online enforces specific storage limits per site collection:
| Plan Type | Default Storage | Maximum Limit |
|---|---|---|
| Standard sites | 1 TB + 10 GB per license | 25 TB |
| OneDrive for Business | 1 TB per user | 25 TB |
When a site collection reaches 25 TB, it automatically enters Read-Only mode until content is deleted or moved. Administrators can set lower limits than the maximum to manage storage allocation across the organization better.
Site collection storage usage includes document versions, recycle bin content, and list attachments. Regular content audits help prevent unexpectedly reaching these limits.
Additional Storage Options
Organizations needing more storage have several options:
Remote BLOB Storage (RBS) allows for the storage of large binary objects outside the content database, reducing database size while maintaining file accessibility. This is particularly useful for on-premises deployments with large media files.
OneDrive for Business provides 1 TB of personal storage per user, reducing the need to store personal documents in team sites.
For SharePoint Online, additional storage can be purchased beyond the base allocation. The formula is:
- Base storage (1 TB) + 10 GB per licensed user
External content can be linked rather than uploaded using connectors for services like Microsoft Teams, Stream, or third-party cloud storage providers.
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List and Library Thresholds
SharePoint imposes specific limits on lists and libraries to maintain system performance. These thresholds affect how many items you can view simultaneously, how lookup columns work, and how document versioning operates in your environment.
List View Threshold
The List View Threshold is one of SharePoint’s most important limitations. It restricts the number of items that can be processed in a single database operation. In SharePoint Online, this threshold is set at 5,000 items.
This doesn’t limit the number of items you can store. SharePoint lists and libraries can hold up to 30 million items. The threshold only affects what you can view or work with at one time.
When you exceed the threshold, you might encounter error messages or performance issues. Large lists can become difficult to navigate without proper planning.
To work with large lists effectively:
- Create indexed columns
- Use filtered views with fewer than 5,000 items
- Organize content into folders
- Use metadata navigation instead of flat structures
The threshold protects database performance and prevents one user’s large query from affecting the entire system.
Lookup Field Limits in Lists
Lookup columns in SharePoint have their own special limitations. These columns connect data between different lists but come with important restrictions.
The primary lookup limit is 12 lookup columns per list. This includes both single-value and multiple-value lookups. Each lookup counts against the total threshold of items that can be processed at once.
When using lookup columns:
- Multiple value lookups count as 8 times their actual size
- Each lookup query adds processing overhead
- Lookups across site collections aren’t supported
For complex data relationships, consider these alternatives:
- Use managed metadata instead of lookups
- Split very large lists into multiple smaller lists
- Create custom solutions for complex relationships
Carefully plan lookup column usage, especially in lists approaching the 5,000 item threshold.
Major and Minor Versions in Libraries
SharePoint libraries can track document versions, keeping a history of changes. Versions come in two types: major (published) and minor (draft).
By default, SharePoint keeps 500 major versions and 511 minor versions per document. Each version counts toward your storage quota. For large files or frequent updates, this can consume significant space.
Version settings can be customized:
- Limit the number of versions kept
- Choose to store only major versions
- Require a check-out for editing
- Control who sees draft (minor) versions
Major versions are numbered as whole numbers (1.0, 2.0) and are visible to anyone with read access. Minor versions use decimals (1.1, 1.2) and can be restricted to editors and approvers only.
Version history provides accountability and recovery options, but should be managed carefully in libraries with large files or frequent updates.
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File and Item Size Constraints
SharePoint and OneDrive impose various size limitations that affect how you store and manage content. These constraints help maintain system performance while allowing organizations to manage their information effectively.
Maximum File Upload Size
SharePoint Online currently supports file uploads up to 250 GB per file, a significant increase from previous limits of 15 GB and 100 GB. The large file size limit accommodates most business needs, including video files, large datasets, and complex design files.
To upload large files successfully:
- Use the modern experience in SharePoint Online
- Ensure your internet connection is stable
- Consider breaking extremely large files into smaller components if they approach the limit
- Use the OneDrive sync client for more reliable uploads of large files
SharePoint Server (on-premises) typically has lower limits, with SharePoint Server 2019 supporting up to 10 GB of files.
List and Library Item Capacity
SharePoint imposes limits on how many items can be stored and displayed effectively:
| Parameter | Limit | Notes |
|---|---|---|
| Items per list/library | 30 million | Theoretical maximum |
| Recommended items | 20,000-30,000 | For optimal performance |
| Items in a single folder | 5,000 | View the threshold limit |
| Files in a sharing operation | 30,000 | When sharing folders |
Exceeding these limits can cause performance issues. When a library approaches 30,000 items, consider creating additional libraries or implementing folder structures to maintain system performance.
SharePoint and OneDrive File Size Limits
OneDrive for Business and SharePoint Online share similar file size constraints:
- Individual file size limit: 250 GB
- Single operation limit: Cannot move or copy more than 100 GB total file size in one operation
- Batch operation limit: Maximum of 30,000 files per single move/copy operation
Special file types have their own restrictions. For example, OneNote files are limited to 2 GB, and some file types may be blocked entirely for security reasons.
For folder sharing, the limit is 50,000 sub-items (including all files in all subfolders). When approaching this limit, consider reorganizing your folder structure or sharing at a lower level in the hierarchy.
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User and Group Restrictions
SharePoint implements several limits on users and groups to maintain optimal performance and security. These restrictions affect the number of users who can access content, the structure of groups, and how Office 365 Groups integrates with the SharePoint environment.
Maximum Number of Users
SharePoint Online supports large user populations while maintaining performance. The platform can accommodate millions of users at the tenant level, but individual sites have more specific limitations.
For site collections, Microsoft recommends keeping active users below 500,000 for optimal performance. You might notice slower page loading times and reduced responsiveness when user numbers exceed this threshold.
SharePoint site permissions can be assigned to:
- Individual users
- Security groups
- SharePoint groups
- Office 365 Groups
Best practices suggest using groups rather than individual permissions to improve management efficiency and system performance. This approach reduces the complexity of permission structures and makes administration more straightforward.
SharePoint Groups and Membership Limits
SharePoint groups have specific membership limitations that administrators should understand:
- A user can belong to up to 5,000 groups per site collection
- Each SharePoint group can contain up to 5,000 users
- There is no fixed limit on the total number of SharePoint groups per site collection
These limits help maintain system performance while providing flexibility for complex organizational structures. When planning your permission strategy, consider these boundaries.
For large organizations, creating a hierarchical group structure is recommended rather than having numerous flat groups. This approach improves manageability and reduces the risk of hitting limits.
Office 365 Groups Integration
Office 365 Groups provides a modern collaboration experience that integrates with SharePoint. These groups connect users to shared resource,s including SharePoint sites, Teams, and Planner.
Key integration points include:
- Each Office 365 Group automatically creates a SharePoint team site
- Group members receive access to all connected resources
- Group owners can manage membership and settings across services
The storage limits for sites connected to Office 365 Groups follow standard SharePoint rules. By default, each site is allowed up to 1 TB of storage, which administrators can increase as needed.
Office 365 Groups simplifies permission management as changes to group membership automatically propagate to the SharePoint site. This reduces administrative overhead compared to managing permissions separately.
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Recycle Bin and Data Retention Limits
SharePoint implements a multi-stage recycling system with specific timeframes and storage limitations that affect how long deleted content remains recoverable. Understanding these limits helps organizations plan their data management strategies effectively.
Recycle Bin Storage Quotas
The SharePoint recycle bin has significant storage limitations that users should know about. The first-stage recycle bin can store deleted items up to 200% of a site’s storage quota. If your site has 100 GB of storage, your recycle bin can hold up to 200 GB of deleted content.
When the first-stage recycle bin exceeds its storage limit, the oldest items are automatically moved to the second-stage (site collection) recycle bin. This happens even if items haven’t reached their retention time limit.
There’s an important restriction for large site collections. When a site collection reaches 25 TB in size, it automatically switches to read-only mode until content is removed, including items in both recycle bins.
Data Retention Timeframes
SharePoint Online maintains deleted content in the recycle bin system for 93 days by default. This retention period applies to both the first-stage and second-stage recycle bins.
When a user deletes content, it first goes to the site-level recycle bin. From there:
- Items remain in the first-stage recycle bin for 30 days
- After 30 days, items move to the second stage (site collection) recycle bin for an additional 63 days
- Once the total 93-day period expires, items are permanently deleted
Additional limitations apply to larger lists and libraries with over 100,000 items. These items cannot have their permissions inheritance broken, which affects how retention policies can be applied.
Administrators cannot extend the 93-day retention period in standard SharePoint Online configurations. Organizations should implement additional backup solutions or retention policies for longer retention needs.
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Version-Specific Limitations
Different versions of SharePoint have unique limitations that affect how organizations use the platform. These constraints vary significantly between online and on-premises deployments, with each version introducing changes to address previous limitations.
SharePoint Online Limitations
SharePoint Online has different boundaries than the on-premises versions. File path lengths can extend to 400 characters, significantly more than the 260-character limit in server versions.
In SharePoint Online, the maximum file size for uploads is 250 GB, much larger than in on-premises versions. However, files over 100 GB require the OneDrive sync client.
Version history in SharePoint Online can be unlimited, but the default setting is 500 versions. Administrators can adjust this limit based on storage concerns.
SharePoint Online supports up to 50,000 unique permissions for items in a list or library, though Microsoft recommends staying under 5,000 for optimal performance.
List view thresholds are set at 5,000 items, similar to on-premises versions, but with fewer workarounds available.
SharePoint 2016 and SharePoint 2013 Differences
SharePoint 2016 improved several limits compared to SharePoint 2013. The maximum content database size increased from 200 GB (recommended in 2013) to 1 TB in 2016.
Both versions maintain the 260-character path length limitation, which can cause migration issues when moving to SharePoint Online.
SharePoint 2016 supports up to 100,000 site collections per farm, double the 50,000 limit in SharePoint 2013.
List threshold limits remain at 5,000 items in both versions, but SharePoint 2016 introduced better handling of large lists.
Document versioning in both versions defaults to a lower number than SharePoint Online, typically around 10 major versions for documents.
Legacy Limits in SharePoint 2010
SharePoint 2010 has significantly tighter constraints than newer versions. Content databases were limited to 200 GB, though Microsoft recommended staying below 100 GB for optimal performance.
List view thresholds were first introduced in SharePoint 2010, set at 5,000 items. This limitation caused widespread user frustration as organizations’ data grew.
SharePoint 2010 supported only 15,000 subsites per site collection, compared to 25,000 in later versions.
The maximum file size in SharePoint 2010 was only 2 GB, far below the limits of newer versions.
Search capabilities were more limited, with a maximum of 50 million items in the search index, compared to 500 million in SharePoint 2013 and later.
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Customizations and Extensibility Boundaries
SharePoint provides various customization options, allowing organizations to tailor the platform to their needs. However, these customizations have certain limitations that must be considered for optimal performance and functionality.
Supported Customization Types
SharePoint supports several types of customizations that help extend its functionality. The platform allows for creating custom site templates, master pages, and page layouts to maintain brand identity. These customizations can be deployed through solution packages with size limits of 50MB for farm solutions.
SharePoint Framework (SPFx) is Microsoft’s recommended approach for modern customizations. It supports web parts, extensions, and library components that can be deployed to both SharePoint Online and on-premises environments.
Custom workflows can be created using Power Automate (formerly Flow) in SharePoint Online. Standard plans limit users to 2,000 requests per day. For developers, the REST API and CSOM (Client-Side Object Model) provide programmatic access with throttling limits of 600 requests per minute.
Add-ins (formerly apps) from the SharePoint Store or private catalogs offer another customization avenue, though they’re limited to 100MB per add-in.
Customization Performance Impacts
If not properly implemented, customizations can significantly affect SharePoint’s performance. Heavy client-side script customizations may increase page load times by 30-50%, especially on pages with multiple custom web parts.
Custom code that makes excessive server calls can trigger throttling mechanisms in SharePoint Online, resulting in temporary request blocks. Microsoft implements these safeguards to maintain service quality for all tenants.
Customizations that modify the DOM structure or override default SharePoint styles might break during platform updates. Microsoft recommends using PnP patterns for sustainable customizations that align with SharePoint’s continuous evolution.
Site collection-level customizations have broader performance implications than site-level changes. Each custom solution increases resource consumption:
- JavaScript files: Keep under 200KB combined
- Custom web parts: Limit to 10 per page for optimal performance
- Database queries: Custom solutions should minimize complex queries that scan large lists
Summary
SharePoint provides robust document management and collaboration features, but users need to be aware of certain limits. These boundaries help ensure optimal performance and reliability.
File size limits are a key consideration. Individual files can be up to 250 GB, while files attached to list items are capped at 250 MB.
Path length restrictions also exist in SharePoint. The total character count for file paths must stay within specified limits, with SharePoint Server versions supporting up to 260 characters.
Different SharePoint components have their own specific boundaries. Microsoft provides detailed documentation on these limits for each feature and service.
Understanding these limitations helps organizations plan their SharePoint implementation effectively. When users know the boundaries, they can appropriately design their file structure and document management strategy.
Various solutions exist for those approaching these limits. These might include reorganizing content, implementing different file structures, or exploring alternative storage options.
SharePoint Online may have different limitations compared to on-premises versions. Organizations should consult the most current documentation when planning their SharePoint environment.
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After working for more than 18 years in Microsoft technologies like SharePoint, Microsoft 365, and Power Platform (Power Apps, Power Automate, and Power BI), I thought will share my SharePoint expertise knowledge with the world. Our audiences are from the United States, Canada, the United Kingdom, Australia, New Zealand, etc. For my expertise knowledge and SharePoint tutorials, Microsoft has been awarded a Microsoft SharePoint MVP (12 times). I have also worked in companies like HP, TCS, KPIT, etc.
