What Is Too Big for SharePoint File: Size Limits Explained

SharePoint File Size Limitations

SharePoint provides a centralized storage platform so that documents, lists, and other information within an organization can be stored in one place for easy collaboration and management. At the same time, it provides powerful search capabilities, allowing users to easily search and find the information they need. ‌

SharePoint Online imposes default file size limits to maintain system performance and stability. Understanding these limitations is crucial for users uploading or managing documents within SharePoint. It ensures that files are within acceptable size thresholds to prevent issues such as slow uploads, timeouts, or system instability.

SharePoint Upload File Size

When uploading files to SharePoint, users must adhere to the SharePoint upload file size limits enforced by the system. These limits can affect how quickly documents are uploaded and accessed across different SharePoint sites and libraries.

File size and file path length

• 250 GB - File upload limit. Applies to each individual file uploaded to Microsoft Teams Files tab, SharePoint document libraries, OneDrive folders, and Viva Engage conversations.

• 250 MB - File attached to a list item. Applies to Microsoft Lists and SharePoint lists - both based on same lists platform.

Key Considerations for SharePoint Maximum File Size

The SharePoint maximum file size is an essential consideration for organizations handling large datasets or multimedia files. Administrators must balance user requirements with system performance to maintain a responsive SharePoint environment.

• Encouraging File Compression Before Uploading:

  • Encourage users to compress files, especially large datasets or multimedia files, before uploading them to SharePoint.
  • Provide guidelines or tools that facilitate file compression without compromising quality.
  • Compressed files occupy less storage space, reducing the risk of exceeding SharePoint's maximum file size limits.

• Utilizing SharePoint's Versioning Features Effectively:

  • Enable versioning for document libraries in SharePoint to track and manage document revisions effectively.
  • Set limits on the number of versions retained per document to control storage consumption.
  • Users can revert to previous versions if necessary, minimizing the need to store multiple copies of the same document.

• Implementing Automated Workflows for Document Review and Approval:

  • Design automated workflows using SharePoint's workflow capabilities to streamline document review and approval processes.
  • Automate tasks such as document routing, feedback collection, and approval notifications.
  • Ensure that only approved versions of documents are stored in SharePoint, reducing clutter and optimizing storage usage.

• Establishing Governance Policies for File Types and Sizes:

  • Develop governance policies that define acceptable file types and sizes for uploading to SharePoint.
  • Communicate these policies to users to ensure compliance and efficient use of SharePoint resources.
  • Regularly review and update governance policies based on evolving business needs and technological advancements.

• Monitoring and Reporting on File Size Usage:

  • Utilize SharePoint's built-in reporting tools to monitor file size usage across document libraries and sites.
  • Generate reports to identify large files or storage-intensive content that may impact system performance.
  • Use insights from reports to make informed decisions on adjusting storage quotas or implementing storage optimization strategies.

Summary

Now that you have learnt what is too big for SharePoint file, it is never a bad idea to know how to manage SharePoint storage usage, and adjust storage quotas as necessary. This knowledge ensures that your SharePoint environment remains efficient, scalable, and optimized for ongoing use.

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