What is the File Size Limit in SharePoint?

What is the File Size Limit in SharePoint? 

SharePoint, a web-based collaborative platform integrated with Microsoft Office, is a robust tool for organizations to manage documents, share information, and streamline workflows. One critical aspect users often inquire about is the file size limit for uploading and managing documents within SharePoint. Understanding these limits is essential for effective file management and ensuring smooth operational workflows. This article delves into the specifics of file size limits in SharePoint, including how these limits vary across different versions and configurations, and offers practical advice on managing large files within this platform.

What is the File Size Limit in SharePoint?

Understanding SharePoint File Size Limits

The file size limit in SharePoint refers to the maximum allowable size for a single file that can be uploaded to the SharePoint environment. These limits can vary significantly depending on the version of SharePoint being used and the specific configuration settings of the SharePoint deployment. 

SharePoint Online 

As part of the Office 365 suite, SharePoint Online is continuously updated by Microsoft, ensuring users benefit from the latest features and improvements. For SharePoint Online: 

• File Size Limit: As of the latest updates, SharePoint Online supports a maximum file size of 250 GB per file. This limit is significantly higher than in previous versions, reflecting the increasing demand for cloud storage solutions capable of handling large media files, databases, and other substantial datasets.

• Library and Storage Limitations: Although the per-file size limit is 250 GB, there are also limits related to libraries and storage. Each document library can contain up to 30 million files and folders. The total storage available for a SharePoint Online tenant is determined by the subscription plan, with additional storage available for purchase if needed. 

SharePoint Server (On-Premises) 

For organizations using SharePoint Server (on-premises), the file size limits are determined by the specific version and the server configuration: 

• SharePoint 2013: The default file size limit is set to 250 MB, but it can be increased up to 2 GB by adjusting the web application settings. 

• SharePoint 2016: The default limit is 250 MB, configurable up to 10 GB through central administration settings. 

• SharePoint 2019: The default is also set to 250 MB, with an adjustable limit up to 15 GB. 

Administrators can change these limits based on the organization’s needs, but increasing the file size limit requires careful consideration of the underlying infrastructure capabilities to handle large file transfers without affecting performance.

Managing Large Files in SharePoint 

While SharePoint offers the flexibility to manage large files, handling such files efficiently necessitates following best practices and utilizing additional tools and configurations. 

Best Practices 

• Optimize File Size: Before uploading, consider compressing files or using file formats that reduce size without compromising quality. For example, large images can often be resized or compressed, and video files can be encoded in more efficient formats. 

• Chunked Upload: SharePoint Online uses a chunked upload mechanism for large files, breaking the file into smaller parts during upload, which helps in managing bandwidth and reducing the risk of upload failures. 

• Version Control: Use version control judiciously. While it’s a powerful feature for tracking changes, retaining too many versions of large files can consume significant storage. 

• External Storage Solutions: For extremely large files or datasets, integrating SharePoint with external storage solutions like Azure Blob Storage can offload storage and processing from SharePoint, ensuring better performance.

• Monitor Usage and Performance: Regularly monitor storage usage and system performance. Tools like SharePoint Admin Center and third-party monitoring solutions can help track file size distribution, storage consumption, and performance metrics.

Configurations and Tools 

• Adjusting File Size Limits: In on-premises deployments, administrators can adjust file size limits by modifying the web application settings in SharePoint Central Administration. This involves setting the “Maximum Upload Size” property for the specific web application. 

• Storage Quotas: SharePoint allows setting storage quotas for sites and libraries to manage storage consumption effectively. This helps prevent a single site or library from consuming disproportionate storage resources. 
• Content Management Policies: Implement content management policies to govern the lifecycle of documents. Archiving old or less frequently accessed files to secondary storage can help manage the active storage footprint. 

• Third-Party Solutions: Numerous third-party solutions and add-ons can extend SharePoint’s capabilities in handling large files. Tools for enhanced compression, specialized storage connectors, and advanced upload management can provide additional flexibility and efficiency. 

Conclusion 

Understanding and managing file size limits in SharePoint is crucial for optimizing the platform's performance and ensuring efficient document management. With SharePoint Online’s generous file size limit of 250 GB, users can handle substantial files without significant constraints. On-premises versions offer configurable limits, allowing administrators to tailor settings to their infrastructure capabilities. By following best practices and utilizing appropriate configurations and tools, organizations can effectively manage large files in SharePoint, ensuring smooth operations and enhanced productivity.