{"id":166,"date":"2020-02-17T16:32:37","date_gmt":"2020-02-17T15:32:37","guid":{"rendered":"https:\/\/help.metashare.com\/metashare-help-faq-what-are-the-file-restrictions-in-sharepoint\/"},"modified":"2024-04-26T13:53:40","modified_gmt":"2024-04-26T11:53:40","slug":"what-limitations-are-there-in-microsoft-365-regarding-document-management","status":"publish","type":"page","link":"https:\/\/help.metashare.com\/en\/metashare\/faq\/microsoft-365\/what-limitations-are-there-in-microsoft-365-regarding-document-management\/","title":{"rendered":"What limitations are there in Microsoft 365, regarding document management?"},"content":{"rendered":"\n<p>These are some of the limitations in Microsoft 365 that you might have to take into consideration when working with documents in MetaShare:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Blocked file-extensions: none (you can upload all file-types to SharePoint Online)<\/li>\n\n\n\n<li>File-types that are opened in the File Viewer in Microsoft 365 (document preview):\u00a0<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/file-types-supported-for-previewing-files-in-onedrive-sharepoint-and-teams-e054cd0f-8ef2-4ccb-937e-26e37419c5e4?ui=en-us&amp;rs=en-us&amp;ad=us\" target=\"_blank\" rel=\"noreferrer noopener\">320+<\/a><\/li>\n\n\n\n<li>Maximum document name length:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Document\u2019s name: 256 characters<\/li>\n\n\n\n<li>Document\u2019s path: 400 characters<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Maximum number of versions:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Minor versions: 511 (thereafter a document needs to be&nbsp;<a href=\"https:\/\/help.metashare.com\/en\/usermanual\/how-to-publish-unpublish-a-document\/\">published to a major version<\/a>)<\/li>\n\n\n\n<li>Major versions:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>SharePoint Online: 50 000<\/li>\n\n\n\n<li>SharePoint Server: 400 000<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Upload limits:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Per workspace\/site collection:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>Size of the workspace:\n<ul class=\"wp-block-list\">\n<li>SharePoint Online: 25 TB<\/li>\n\n\n\n<li>SharePoint Server: 4 TB<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Amount of files and folders: 30 million\n<ul class=\"wp-block-list\">\n<li>Exceeding 5 000 files, you will hit a SharePoint limit called \u201cList view threshold value\u201d. Once exceeded, you will&nbsp;not be able to&nbsp;<a href=\"https:\/\/help.metashare.com\/en\/usermanual\/how-to-sort-documents\/\">sort<\/a>&nbsp;files unless these columns first are&nbsp;<a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-index-columns-in-workspaces-with-more-than-5-000-documents\/\">indexed<\/a>. On SharePoint server you can adjust this limit but not on SharePoint Online.<\/li>\n\n\n\n<li>Exceeding 100 000 files, you will not be able to&nbsp;<a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-set-unique-permissions-on-folders\/\">change permissions on the library or folder<\/a>. If you need to change permissions you will first have to delete documents so you have less than 100 000, change permissions and then&nbsp;<a href=\"https:\/\/help.metashare.com\/en\/usermanual\/how-to-restore-deleted-documents\/\">restore the documents from the recycle bin<\/a>. You will however still be able to&nbsp;<a href=\"https:\/\/help.metashare.com\/en\/usermanual\/how-to-share-a-document-or-a-document-view\/\">share individual documents<\/a>&nbsp;within workspace, up to the maximum number of unique permissions in the library (the limit is 50 000, but the recommended general limit is 5 000).<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Per document:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>SharePoint Online: 100 GB<\/li>\n\n\n\n<li>SharePoint Server 2019: 15 GB<\/li>\n\n\n\n<li>MetaShare: 250 MB (<a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-upload-large-files-to-metashare\/\">standard SharePoint can be used to upload larger documents<\/a>)<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Maximum number of unique security scopes (unique permissions) per list\/library:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Recommended limit: 5 000 (as the number of unique permissions in a list grows, query performance will degrade)<\/li>\n\n\n\n<li>Hard limit: 50 000 (exceeding this limit, SharePoint will throw this error message &#8220;You cannot break inheritance for this item because there are too many items with unique permissions in this list&#8221;)<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Restrictions in SharePoint&#8217;s term store:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Maximum number of levels of nested terms: 7 levels (a parent term, and six levels of nesting below it)<\/li>\n\n\n\n<li>Maximum number of term sets in the term store: 1 000<\/li>\n\n\n\n<li>Maximum number of terms in a term set: 30 000<\/li>\n\n\n\n<li>Maximum number of items in the term store:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>SharePoint Online: 200 000<\/li>\n\n\n\n<li>SharePoint Server: 1 000 000<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/help.metashare.com\/en\/adminmanual\/non-permitted-characters-in-terms\/\">Non permitted characters in terms<\/a><\/li>\n\n\n\n<li>Limitations in numbers of characters:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>A term&#8217;s name cannot exceed 256 characters<\/li>\n\n\n\n<li>A term&#8217;s description cannot exceed 1 000 characters<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Restrictions in SharePoint search:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Maximum crawled property mappings: 100 crawled properties per managed property<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Invalid file and folder names:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-alpha\">\n<li>Invalid characters in files and folders:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>\u201d (quotation mark)<\/li>\n\n\n\n<li>* (asterisk)<\/li>\n\n\n\n<li>: (colon)<\/li>\n\n\n\n<li>&lt; (less than Symbol)<\/li>\n\n\n\n<li>&gt; (greater than Symbol)<\/li>\n\n\n\n<li>? (question Mark)<\/li>\n\n\n\n<li>\/ (slash)<\/li>\n\n\n\n<li>\\ (backslash)<\/li>\n\n\n\n<li>| (pipe)<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Characters that could cause issues when opening files from SharePoint search:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>+ (plus)<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Invalid names on files and folders:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>.lock<\/li>\n\n\n\n<li>CON<\/li>\n\n\n\n<li>PRN<\/li>\n\n\n\n<li>AUX<\/li>\n\n\n\n<li>NUL<\/li>\n\n\n\n<li>COM0 \u2013 COM9<\/li>\n\n\n\n<li>LPT0 \u2013 LPT9<\/li>\n<\/ol>\n<\/li>\n\n\n\n<li>Text-string that cannot appear inside file- and folder names:\n<ol class=\"wp-block-list\" style=\"list-style-type:lower-roman\">\n<li>_vti_<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n\n\n<p>For further details about the different limits in SharePoint, read these pages:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a rel=\"noreferrer noopener\" href=\"https:\/\/docs.microsoft.com\/en-us\/office365\/servicedescriptions\/sharepoint-online-service-description\/sharepoint-online-limits#limits-by-plan\" target=\"_blank\">SharePoint limitations (SharePoint Online)<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.microsoft.com\/en-us\/sharepoint\/install\/software-boundaries-limits-2019\" target=\"_blank\" rel=\"noreferrer noopener\">SharePoint limitation (SharePoint Server)<\/a><\/li>\n\n\n\n<li><a rel=\"noreferrer noopener\" href=\"https:\/\/support.office.com\/en-us\/article\/invalid-file-names-and-file-types-in-onedrive-onedrive-for-business-and-sharepoint-64883a5d-228e-48f5-b3d2-eb39e07630fa?ui=en-US&amp;rs=en-001&amp;ad=US\" target=\"_blank\">Invalid file names and file types in OneDrive, OneDrive for Business, and SharePoint<\/a><\/li>\n\n\n\n<li>Limitations in other Microsoft applications:\n<ul class=\"wp-block-list\">\n<li><a rel=\"noreferrer noopener\" href=\"https:\/\/docs.microsoft.com\/en-us\/office365\/servicedescriptions\/onedrive-for-business-service-description\" target=\"_blank\">OneDrive service description<\/a><\/li>\n\n\n\n<li><a rel=\"noreferrer noopener\" href=\"https:\/\/support.microsoft.com\/en-us\/office\/restrictions-and-limitations-when-you-sync-sharepoint-libraries-to-your-computer-through-onedrive-for-business-14fdf1b3-61e5-49cd-a9e1-a66588505b4e?ui=en-us&amp;rs=en-us&amp;ad=us\" target=\"_blank\">Restrictions and limitations when you sync SharePoint libraries to your computer through OneDrive for Business<\/a><\/li>\n\n\n\n<li><a rel=\"noreferrer noopener\" href=\"https:\/\/docs.microsoft.com\/en-us\/microsoftteams\/limits-specifications-teams\" target=\"_blank\">Limits and specifications for Microsoft Teams<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-group has-text-bright-color has-accent-1-background-color has-text-color has-background has-link-color wp-elements-5715d999d759a44a854d1a0508fae595\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h2 class=\"wp-block-heading has-text-bright-color has-text-color has-link-color wp-elements-d1bac14c5327bf7abb712f1154155733\">Discover MetaShare<\/h2>\n\n\n\n<p>Metadata-centric document management system in Microsoft 365\/SharePoint<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Eliminates annoying gaps in standard SharePoint<\/li>\n\n\n\n<li>Ensures data in SharePoint is well structured<\/li>\n\n\n\n<li>Structures with metadata instead of storing in traditional folders<\/li>\n\n\n\n<li>Centralized and simplified administration<\/li>\n\n\n\n<li>Orchestration\/provisioning of settings<\/li>\n\n\n\n<li>Refined Enterprise search<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/metashare.com\/en\/demo\/\">See demo<\/a><\/div>\n<\/div>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>These are some of the limitations in Microsoft 365 that you might have to take into consideration when working with documents in MetaShare: For further details about the different limits in SharePoint, read these pages:<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":10737,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":{"0":"post-166","1":"page","2":"type-page","3":"status-publish","5":"no-featured-image-padding"},"_links":{"self":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/166","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/comments?post=166"}],"version-history":[{"count":31,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/166\/revisions"}],"predecessor-version":[{"id":11155,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/166\/revisions\/11155"}],"up":[{"embeddable":true,"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/pages\/10737"}],"wp:attachment":[{"href":"https:\/\/help.metashare.com\/en\/wp-json\/wp\/v2\/media?parent=166"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}