Why SharePoint List Not Showing All Items? Step by Step Troubleshooting Guide

SharePoint lists are heavily used in organisations for managing records. But encountering the SharePoint list not showing all items issue affects productivity. It occurs due to various reasons, but can be resolved effectively. This guide outlines all the reasons behind it and how to resolve it step by step.

So, let’s discuss:

• Reasons of Missing Items from SharePoint Lists
• Solutions to Resolve the Missing Item Error
  • #1. Validate View Settings
  • #2. Review Permissions of List
  • #3. Verify the List View Threshold Settings
  • #4. Approve All the Pending Items
  • #5. Re-indexing of List
  • #6. Clearing the Browser Cache
  • #7. Restore Deleted Items
• Conclusion & FAQ’s

Common Causes of Missing Items in SharePoint Lists

SharePoint list not showing all items will occur because:

1. View Filters and Sorting

One of the major culprits is the filter. If you have applied filters to your list, it might exclude some items from it. Just like filtering, sorting of items can also push some items to different pages.

2. Item-Level Permissions

Permissions play a major role in SharePoint. Users can use the granular permissions at the item level. It can result in some users not seeing all list items. For instance, if an item’s permissions are restricted to a specific use or a SharePoint group. Then it won’t appear in the search results. This issue also confused users about whether our SharePoint search not working.

3. List View Threshold Limits

By default, SharePoint imposes a list view threshold of showing 5,000 items only. It is used to maintain the SharePoint performance. But while your list exceeds its limit, you may notice SharePoint list not showing all items.

4. Content Approval and Draft Items

SharePoint lists in which the content approval feature is enabled can hide items. Whether the missing items can be moved to the “Pending” or “Draft” status. Due to this, users who do not have the appropriate permissions won’t see these items.

5. Column Indexing Issues

In large SharePoint lists, where the columns are not indexed properly, this can lead to performance bottlenecks. Due to this, you might encounter some of the list items are fail to load or display.

6. Browser Cache and Display Problems

It is not compulsory that the issues only be with SharePoint. There might be a chance that the issue is at your end. A browser’s cache or cookies issue can also prevent your list from showing all items appropriately.

7. SharePoint List Deletes

If the SharePoint list items are deleted, whether intentionally or mistakenly. Then it is obvious you are not able to view the SharePoint list items.

How to Fix SharePoint List Not Showing All Items?

After finding the cause of the missing items in the SharePoint list. It’s time to explore the solutions to resolve this issue effortlessly:

#1. Check and Modify View Settings

Initiate the troubleshooting by validating the view settings.

1. Open the List and then click on the Settings > Views.
2. Explore the “Filter” section to identify the condition that excludes list items. Remove that if it exists.
3. Now, review the sorting rules to ensure items aren’t pushed to unintended pages.

#2. Review Permissions

Permissions can be the frequent culprit behind the missing items on the SharePoint list. So, execute the steps below to fix this issue.

1. Move to the list’s settings and then choose the Permissions for this List.
2. Find out any item-level permissions applied and fix them if found.

#3. Manage the List View Threshold

Let’s find the steps to handle the list view threshold if it is the culprit behind the SharePoint list not showing all items issue.

1. Create indexed columns to enhance the user’s search response. Open the List Settings and move to the Indexed Columns.
2. Then add indexes for fields frequently used in filters or sorting.
3. After that, divide your SharePoint list into smaller views that display fewer than 5,000 items.
4. Also, modify the number of items displayed per page.

#4. Approve Pending Items

List items can be in the Drafts or Pending, which could hide items from general visibility.

1. From the SharePoint list, enable the Content Approval column.
2. Go through the items marked as “Pending” or “Draft.”
3. Now, approve or publish these list items to make them visible to all users.

#5. Reindex the List

Reindexing your list can help resolve display issues caused by improper indexing.

1. Open your List Settings and then the Advanced Settings.
2. Choose the Reindex List option.
3. Now, SharePoint will automatically rebuild the index and store the missing items in views.

#6. Clear Browser Cache

Browser-cached data can also be the reason for the SharePoint list not showing all items.

1. Open the browser Settings and then Privacy and Security.
2. Clear your browser’s cache and refresh the SharePoint page again.

#7. Restore Deleted Items

If the deleted list items are still in the recycle bin and you know how to restore a deleted SharePoint site, you can recover them. However, if you deleted them more than 30 days ago, you cannot recover them.

Author’s Verdict

Encountering issues such as the SharePoint list not showing all items can be frustrating. But understanding the common reasons and executing the right steps can resolve the issue effortlessly. Today, I explained all the practical solution to resolve the error quickly without any IT or external help.

People Also Ask

Q1. Why am I unable to see all my list items?

This issue can occur for several reasons. For instance,

1. Improper Configuration of Views
2. Lack of permissions
3. The limit of the Threshold is set to a specific count
4. Some Items Held Pending
5. Items get deleted

Q2. How do I index my list in the SharePoint database if it has not been indexed yet?

To do so, you need to follow the steps below.

1. Open the SharePoint List Settings.
2. Click on the Re-index List option.
3. SharePoint starts adding the items to the list.

Q3. How do I add the pending items to the list?

You need to enable the Content Approval column. After that, check out the items that are Pending. Approve all of them and publish them so that they are visible to other users.

Q4. Can my browser be the culprit behind SharePoint list not showing all items?

Yes, SharePoint list items can be hidden because of the cache storage of the browser. You should clear your browser cache for the smooth functioning of SharePoint.