The Magic 12 Rule for SharePoint Lists Explained
When using SharePoint lists, you may hear about "The Magic 12." This rule says to keep People Picker and Lookup columns together under 12. Following this helps lists work faster and stay easy to use. For example, one group cut Lookup columns from 15 to 8 in their project list. This made their list load 40% faster. Staying under this limit avoids slowdowns and makes things easier for users.
Key Takeaways
Keep People Picker and Lookup columns at 12 or less. This helps SharePoint lists stay quick and easy to use.
Merge similar columns or use simple ones like Choice columns. This makes lists less complicated and faster.
Check your lists often. Remove columns you don’t need to keep them working well as data increases.
Follow the 'Magic 12' rule to prevent slow loading, mistakes, and unhappy users. This keeps workflows smooth.
Use calculated fields or outside data sources to improve lists without making them harder to manage.
Understanding People Picker and Lookup Columns
What Are People Picker Columns?
People Picker columns let you choose people from your company’s directory. These columns help assign tasks, track approvals, or show who is responsible. For example, in a project list, you can assign tasks to team members using a People Picker column. It connects to your company’s directory, so the information stays correct and updated.
Tip: Use People Picker columns to involve specific people in tasks or decisions.
What Are Lookup Columns?
Lookup columns pull data from other SharePoint lists. They link lists together and show related information. For example, if you have a project list and a client list, a Lookup column can match each project to its client. This keeps data consistent and avoids copying the same information.
Why These Columns Are Important in SharePoint
People Picker and Lookup columns make SharePoint lists more useful. They help with workflows, improve accuracy, and encourage teamwork. People Picker columns clearly show who is responsible for tasks. Lookup columns make managing data easier by linking related details. Together, they make lists easier to use and more effective.
Note: These columns are helpful, but too many can slow things down. Follow the "Magic 12" rule to keep lists fast and easy to use.
The Technical Reason for The Magic 12 Rule
Why SharePoint Lists Slow Down
If you use more than 12 People Picker and Lookup columns, SharePoint lists can slow down. These columns need extra system power to work. This can make tasks like opening the list or updating data take longer. Slow lists can frustrate users and lower productivity.
Too many columns can make lists freeze or stop working.
Errors during data entry can happen, making data less reliable.
Delays in workflows can waste time and reduce efficiency.
Keeping these columns under 12 helps lists stay fast and easy to use, even as they grow.
How Data Retrieval Works
SharePoint lists need to pull data quickly to work well. Adding too many complex columns makes this harder for the system. This can cause errors, delays, or even broken lists. Planning and checking your lists can help avoid these problems.
Following "The Magic 12" rule keeps lists smooth and user-friendly.
Avoiding Growth Problems
As organizations grow, SharePoint lists must handle more data. Using more than 12 People Picker and Lookup columns makes data retrieval harder. This can slow searches, cause errors, and affect tools that depend on the list.
By sticking to "The Magic 12" rule, your lists stay fast and reliable, even as your needs grow.
Impacts of Exceeding The Magic 12 Limit
Slower Performance and Loading Issues
If you go over the "Magic 12" limit, your SharePoint lists may slow down. Adding more People Picker or Lookup columns makes the system work harder. SharePoint finds it tough to handle these extra fields, causing delays. You might see lists taking longer to open or sort.
Too many columns can make lists freeze or not load.
Users may face timeouts when searching or updating data.
These delays can interrupt tasks and lower productivity.
Tip: Use fewer complex columns to keep lists fast and easy to use.
Problems with Data Accuracy and Searching
Going past the limit can also hurt data accuracy. SharePoint uses indexing to find data quickly. With too many People Picker or Lookup columns, indexing becomes harder. This can cause errors or missing data.
Searches might show wrong or incomplete results.
List updates could fail, making data unreliable.
Tools depending on the list may not work properly.
For instance, if your list has 15 Lookup columns, SharePoint may take longer to find data. Sometimes, it might not find the data at all. This can confuse users and reduce trust in the system.
Frustrated Users and Tool Issues
Slow or broken lists can annoy users. If lists take too long to load or show errors, people might stop using them. This can lead to missed chances for teamwork and efficiency.
Slow lists make users avoid SharePoint.
Errors and delays make the system seem untrustworthy.
Tools or apps linked to the list may not work well.
By following the "Magic 12" rule, your lists stay simple and work better with other tools. This keeps users happy and encourages them to use SharePoint more.
Best Practices for Following The Magic 12 Rule
Ways to Simplify Complex Columns
Simpler columns make SharePoint lists work better. First, check your list setup. Find columns doing similar jobs and combine them. For example, instead of many People Picker columns for roles, use one column with a dropdown for roles. This keeps things simple but still useful.
You can also use calculated columns. These do math or show results based on other data. This removes the need for extra Lookup columns. For instance, if you track deadlines and finish dates, a calculated column can highlight overdue tasks.
Tip: Check your lists often to delete unneeded columns. This makes lists easier to use and manage.
Replacing People Picker and Lookup Columns
Sometimes, you can swap People Picker and Lookup columns for easier options. Choice columns are great for fixed data like categories or statuses. They use less system power and speed up lists.
You can also use outside data sources. Instead of Lookup columns pulling from other lists, connect to external databases or APIs. This keeps lists smaller but still gives needed info.
Note: Tools like Power Automate can link SharePoint to outside data. This adds features without making lists harder to manage.
Examples of Better SharePoint List Designs
Good list designs follow "The Magic 12" rule and stay simple. For example, a task list might have columns for task name, assigned person (People Picker), due date, status (Choice column), and priority. This avoids too many Lookup columns but keeps key features.
Another example is a client list. Instead of many Lookup columns for client info, use one column linking to a client profile page. This keeps the list tidy and speeds up data searches.
Tip: Test your lists with users to make sure they work well and are easy to use.
Real-World Uses of The Magic 12 Rule
Example: Problems When Going Over the Limit
Think about managing a SharePoint list for a big project. It has 20 Lookup and People Picker columns. At first, it works fine. But as the list grows, it slows down. Users face errors when saving data. Workflows linked to the list stop working. These problems happen because the "Magic 12" limit was passed. SharePoint struggles to handle too many columns, causing delays.
For instance, a marketing team made a campaign tracker with 18 Lookup columns. Over time, the list became very slow. Team members stopped using it. They missed deadlines because workflows didn’t run on time. This shows how breaking the limit can hurt teamwork and productivity.
Tip: Check your lists often to remove extra columns before they cause trouble.
Example: Advantages of Staying Under the Limit
Now, think of another case. A sales team built a SharePoint list to track client meetings. They kept People Picker and Lookup columns to just 10. Instead of adding more, they used Choice columns and outside data links for extra details.
What happened? The list stayed fast, even as more data was added. Workflows worked well, and users trusted the system. By following the "Magic 12" rule, the team kept their tool quick and helpful as their needs grew.
Note: Simple designs not only make lists faster but also easier to use.
Lessons from Real-Life Examples
These stories show why the "Magic 12" rule is important. Going over the limit can slow lists, cause errors, and annoy users. Staying under the limit keeps lists fast, reliable, and easy to use.
To follow these lessons, keep things simple. Combine similar columns, use calculated fields, and try outside data sources. This way, your SharePoint lists stay useful and efficient for your team.
Reminder: A good list saves time and helps everyone work better, making SharePoint easier to use.
Following The Magic 12 rule keeps SharePoint lists quick and easy. Limit People Picker and Lookup columns to fewer than 12. This prevents slowdowns and keeps your data correct. It also makes teamwork smoother and workflows simpler. Check your lists often to combine similar columns. Look for other ways to improve your list design. These tips help you build lists that grow with your team. Use these ideas now to make the most of SharePoint.
FAQ
What happens if I go over the "Magic 12" limit?
Going over the limit can make lists slower. Errors might happen when getting data or running workflows. Users could face delays or system crashes. Keeping columns under 12 helps lists work faster and better.
Can I use other column types instead of People Picker or Lookup?
Yes, you can! Use Choice columns for fixed options or calculated ones for changing data. These choices make lists simpler and faster. You can also use outside data sources to keep lists light but useful.
How do I check if my list follows the "Magic 12" rule?
Look at your list settings. Count the People Picker and Lookup columns. If there are more than 12, combine similar ones or switch to easier options. Checking often helps you stay within the rule.
Why does SharePoint slow down with more than 12 complex columns?
Each People Picker or Lookup column needs extra system power. Too many columns make SharePoint slower at finding and using data. This causes longer load times, mistakes, and less efficiency.
Is the "Magic 12" rule a strict limit in SharePoint?
No, it’s just a helpful guideline. You can go over it, but your lists might slow down. Staying under 12 keeps lists quick, reliable, and easy to use as they grow.