SharePoint 2010 Techniques for Managing Large Lists

 

How to create an index

1. Go to the list that you want to set an index for.
2. On the List tab, click List Settings.
3. Under Columns, click Indexed columns.
4. Click Create a new index.
5. Under Primary column for this index, select a column that you will frequently filter or sort on.
6. Click Create.
   Note: If you get an error preventing you from creating the index, you may need your administrator to create the index for you. Or, you may need to create the index during the Daily Time Window for Large Queries.

How to create folders

1. First enable the New Folder command. Go to the list that you want to create a folder for. On the List tab, click List Settings.
2. Click Advanced settings.
3. Under Make “New Folder” command available, click Yes, and then click OK.
4. Go back to the list. On the Items tab, click New Folder.

After you create folders in the list, you can then move items into those folders.

1. On the Site Actions menu, click Site Settings.
2. Under Site Administration, click Content and Structure.
   Note: This link is unavailable if you do not have the proper permissions, or if you are not using SharePoint Server.
3. On the left, click the name of your large list.
   Note: If you get an error preventing you from seeing your list here, you may need your administrator to move the items for you. Or, you may need to move the items during the Daily Time Window for Large Queries.
4. On the right, click the checkboxes for the items you want to move into folders.
5. On the Actions menu, click Move.
6. In the Move… dialog, click the plus sign next to your large list, and then click the folder you want to move the items to.
7. Click OK.

How to configure key filters

1. Go to the list that you want to set a key filter for.
2. On the List tab, click List Settings.
3. Click Metadata navigation settings.
4. Under Available Key Filter Fields, select the column you want to filter, and then click Add.
   Note: If you get an error preventing you from creating a key filter, you may need your administrator to create it for you. Or, you may need to create the key filter during the Daily Time Window for Large Queries.
5. Click OK.

Creating indices, key filters, or moving items in a large list

If your list has more than 5,000 items, errors may prevent you from creating indices, key filters, or moving items. However, one or more of following will solve this problem:

• Do these tasks during the Daily Time Window for Large Queries. Your administrator can establish this time window. Refer them to the section below entitled, “How to enable the Daily Time Window for Large Queries.”
• Ask your administrator to create indices, key filters, or move items for you.
• Obtain permissions that will allow you to create indices, key filters, and move items without errors and warnings. This essentially means becoming a member of the Administrators group in Windows Server. Note: This is often impractical at large organizations.

How to enable the Daily Time Window for Large Queries

1. In Central Administration, click Application Management on the left.
2. Click Manage web applications.
3. Select the web application that contains the large list.
4. Click General Settings, and then click Resource Throttling.
5. Under Daily Time Window for Large Queries, click to select Enable a daily time window for large queries.
6. Set a start time and duration when most of your users will not be working.
7. Click OK.

Tags van Technorati: Index,Folders,Query,Lists,Key Filters