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list view filters displaying few records

If you have a list with more than 5000 items and if the item threshold limit is 5000, even after using filter you may see it displays:

“This view cannot be displayed because it exceeds the list view threshold (5000 items) enforced by the administrator.”

“Displaying only the newest results below. To view all results, narrow your query by adding a filter.”

For a view to quickly filter through a large number of items, the first column that you specify in the filter must be indexed. Other columns you specify in the view filter may or may not be indexed, but the view does not use those indexes. You also need to make sure that the first column of the filter does not return more items than the List View Threshold, even if the final result of the filtered view returns less than the List View Threshold.

If the first column of the filter returns more items than the List View Threshold, you can use a filter with two or more columns. When you define a filtered view that uses two or more columns, using an AND operator will usually limit the total number of items returned. But even in this case, you still need to specify as the first column in the filter the column that most likely returns the lesser amount of data. Note that using an OR filter almost always increases the number of items returned and won’t be effective under these circumstances.

So sometimes if easy to switch the filters like if you would like to filter location and them by date range try switching the filters use date range first so that the filter results are less than threshold value and then use your other filters.

As we spoke how to create a index on a column:

1.Navigate to the site that contains the list or library.
2.Click its name on the Quick Launch, or click on the Settings menu , click View All Site Content, and then click the name.
3.Click List or Library > List Settings or Library Settings.
4.Under the Columns section, click Indexed columns.
5.On the Indexed Columns page, click Create a new index.
6.Do one of the following: To create a simple index:
1.In the Primary Column section, under Primary column for this index, select the column.
2.Click Create. To create a compound index:
3.In the Primary Column section, under Primary column for this index, select the column.
4.In the Secondary Column section, under Secondary column for this index, select a different column.
5.Click Create.

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