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Summary: Microsoft SharePoint is a modern collaboration and content management platform that redefines data organization and sharing. Understanding its limits, like storage, file sizes, and user caps, is crucial, especially when migrating data from other platforms to avoid migration issues. Different subscription plans offer varying limits, and SharePoint has its own service-specific limitations, such as list and library item counts, file sizes, and more, which are important to consider during data migration.

Microsoft SharePoint represents a modern platform that provides comprehensive solutions for collaboration and content management, marking a departure from conventional file servers. It revolutionizes data organization, administration, and sharing, setting new standards in these areas.

If you’re a newcomer to SharePoint and don’t have to transfer a substantial amount of data from other platforms, you don’t need to be overly concerned about SharePoint’s built-in constraints and limitations. You’ll become familiar with these limitations as you work with SharePoint, and they won’t pose significant obstacles. However, if you’re in the process of migrating a large amount of data from your current platform to SharePoint, it’s essential to be well-informed about SharePoint’s limitations and restrictions to prevent any significant challenges during the migration process.

SharePoint Limits by Plan

SharePoint imposes certain limits that are contingent solely on the subscription plan you’ve selected. Let’s examine the various currently offered plans and their respective limitations:

SharePoint Limits as per the Subscription Plan

SharePoint plan SharePoint Limits
No. of users Storage per organization (including that of Recycle Bin) Sites (site collections) per organization Storage per site (site collection)
  • Microsoft 365 Business Basic
  • Microsoft 365 Business Standard
  • Microsoft 365 Business Premium
Max. 300 only 25 TB 2 million (does not include the OneDrive for licensed users) I TB (additional 10 GB per licensed user)
  • Microsoft 365 E3
  • Microsoft 365 E5
  • Office 365 E1
  • Office 365 E3
  • Office 365 E5
  • SharePoint Plan 1
  • SharePoint Plan 2
1 to 500,000 (can add more by contacting Microsoft) 25 TB 2 million (does not include the OneDrive for licensed users) I TB (additional 10 GB per licensed user)
  • Microsoft 365 F1
  • Microsoft 365 F3
  • Office 365 F3
1 to 500,000 (can add more by contacting Microsoft) 25 TB 2 million

The boundaries depicted earlier are contingent solely on the subscription plans you’ve acquired. However, there exist certain SharePoint limitations that are universally applicable across all subscription plans. These will be elaborated upon in the subsequent section.

  • SharePoint Service limits applicable to all SharePoint plans
    A SharePoint list has the capacity to accommodate up to 30 million items, and a document library can also hold 30 million files or folders. Nevertheless, once the combined count of items, files, or folders surpasses 100,000, handling permissions becomes notably intricate. Therefore, it is advisable to minimize the use of unique permissions for extensive lists whenever feasible.
  • File size
    250 GB is the maximum file size permitted for SharePoint upload. Also, you can share only 50,000 items within a folder or subfolders.
  • Moving/Copying limits
    There are certain constraints when it comes to moving or copying multiple files in SharePoint. You cannot move more than 30,000 files at once, and each individual file must be smaller than 15 GB. Additionally, the combined total file size should not exceed 100 GB.
  • Sync limits
    These restrictions apply to SharePoint Online. Within a single team site library or OneDrive, SharePoint Online has the capacity to accommodate 30 million documents. However, synchronizing all of these items simultaneously can potentially lead to performance challenges. Therefore, it is advisable to limit storage and synchronization to a maximum of 300,000 files within a single folder or library. Additionally, if your files are distributed across multiple libraries, it is recommended not to attempt syncing such a large number of files.

    Note: All these limits are even lesser for some previous SharePoint versions.

  • Limits on Versions

    For major versions, the SharePoint limit is 50,000, and for minor versions, it is 511.

  • Limits on SharePoint groups
    In SharePoint, you can have a maximum of 10,000 groups per site or site collection, with each group accommodating up to 5,000 users. Additionally, each user is limited to being a member of a maximum of 5,000 groups.
  • Managed metadata limits
    Managed metadata has several restrictions, encompassing both global and site-level terms. These limitations include a maximum of 1 million total terms, 2 million term labels, and 1 million term properties. Additionally, the system permits up to 1,000 global groups and 1,000 global term sites.
  • Site metadata
    The overall site metadata has a limit of 1000 GB per site. This is fairly a high value as site metadata usually does not reach this value.
  • Subsite limits
    The number of allowed sub-sites is 2000 per site (site collection).
  • Hosted applications
    SharePoint supports 20,000 instances of hosted applications per organization.
  • Number of users
    The user limit on SharePoint per site collection is 2 million.
Limit type Limit value Details/Conditions
List items 30 million items Handling permissions becomes complex after 100,000 items.
Document library 30 million files/folders Permissions complexity increases after 100,000 files/folders.
File size 250 GB Maximum size for a single file upload.
Items in a folder 50,000 items Applies to items within a folder or subfolders.
Moving/Copying files 30,000 files Individual file size must be < 15 GB, total < 100 GB.
Sync (SharePoint Online) 30 million documents Advised limit for sync within a single folder/library is 300,000 files.
Major versions 50,000 versions Limit for major version history.
Minor versions 511 versions Limit for minor version history.
SharePoint Groups 10,000 groups/site Each group can have up to 5,000 users; a user can be in 5,000 groups.
Managed metadata 1 million terms Also, 2 million term labels and 1 million term properties.
Site metadata 1000 GB/site High limit, usually not reached.
Subsites 2000 subsites/site collection Maximum number of subsites allowed.
Hosted applications 20,000 instances Per organization.
Number of users 2 million users/site collection Maximum user limit.
Why should you be aware of SharePoint limits?

It is crucial to grasp the SharePoint limitations when transferring data from platforms such as File Server or Google Drive to OneDrive for Business or SharePoint. Failure to align the migration data with SharePoint’s restrictions can result in unforeseen obstacles, potentially leading to migration failures or protracted completion times.

How can professional migration solutions help in SharePoint migration?

Numerous top-tier SharePoint Migration tools, such as Kernel Migration for SharePoint, offer a valuable capability known as the Migration Analyzer. This tool diligently examines the data slated for migration and assesses whether it exceeds the boundaries of the SharePoint environment. In cases of inconsistencies, it adeptly identifies and highlights potential migration issues, allowing users to address them proactively before commencing the actual migration process. The Migration Analyzer within Kernel Migration for SharePoint stands as a robust feature, significantly streamlining the migration process by saving both time and effort. Presented below is a sample SharePoint Migration Analysis Report generated by Kernel Migration for SharePoint.


Microsoft SharePoint encompasses numerous boundaries and constraints that necessitate user awareness. Transitioning to the SharePoint platform can result in chaos without prior knowledge of these limitations. Therefore, we’ve compiled a list of these limitations for your reference. Utilizing a proficient SharePoint migration tool equipped with the Migration Analyzer feature enables you to assess your data’s compatibility with SharePoint’s limitations, helping you preemptively mitigate significant obstacles during the actual migration process.

Kernel Migration for SharePoint