2 SP Lists with same structure to create a view

Question

2 SP Lists with same structure to create a view

Hadzhiyska, Eleonora 20

Hello, could you give me an idea how to combine 2 SP Lists with the same structure to create a view.

list 1 consists 10 000 rows, list2 1000 and will grow. Data is from different months

Thank you in advance

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3 answers

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Answer 1

Dear @Hadzhiyska, Eleonora,

I understand you want to combine data from two SharePoint lists with the exact same structure to create a unified view.

As our current forum primarily supports general Microsoft 365 products, and your request involves complex data merging and large lists that are best handled via Power Automate or Power BI, I recommend posting your question in the specialized Microsoft Power Platform Community or the Power BI forums - Microsoft Fabric Community.

I suggest this redirection because those forums are monitored by dedicated product engineers and experts who specialize in building advanced data automation and reporting solutions. They will be able to provide you with the exact flow logic or Power Query steps needed to manage your 11,000+ rows efficiently without hitting SharePoint threshold limits.

I truly appreciate your understanding and want to ensure you receive the most accurate and qualified support. Please let me know if you need any help structuring your question for the Power Automate community.

Answer 2

Hadzhiyska, Eleonora 20

Can some one please not AI to help me

Best, Jimi 0 Reputation points

2026-07-02T15:17:04.5033333+00:00

Hi Eleonora,

SharePoint list Views do not support more than 5000 items. So if you were hoping to browse all the rows in a Sharepoint page directly* it won't work.

Fear not though, depending on what you actually want to do, there's a couple ways to access the rows.

If you just want to browse and edit them, you can write a power app with a gallery. The gallery will be populated by a 'Collection' that will be pulled from your lists... there is a max number of rows that can be populated at a time, but you can use multiple collect statements to bypass this. This is a very inefficient solution. But if you want to directly manipulate the rows, it's probably the easiest.

If you want to process the data for analytics, You can use Power BI. It will allow you to query both lists and unite them, and build dashboards with all sorts of charts, graphs, slicers. *I think you would be able to embed the dashboard in a Sharepoint page.

Another option would be to use Power Automate to retrieve the records from both lists and populate an excel worksheet, or maybe even just CSV if you want something more portable.

One more point, Sharepoint will let you have up to 50,000,000 rows in a list. IF you index your list correctly and and build views to take advantage of the indexes, you can access all your rows, but that will take a lot more analysis of your data to give you a 5 minute answer on how to setup correctly. I probably wouldn't have different lists for each month, though. The manual work needed to create a new list every month, and update dashboards/PowerAutomate Flows/ PowerApps to would be an administrative non-starter for our organization.

-Jimi

Answer 3

SharePoint does not support a “view” that directly merges two separate lists into one virtual list. To work with two lists that have the same schema, there are two main patterns:

Use a client (Power Apps / custom app) to show a combined view
- Build a client application (for example, a Windows Phone or other custom app) that connects to both lists.
- In the app, create two data providers/view models, one for each list, and then present them together in the UI.
- For lists with the same schema, the same data provider and view model logic can be reused; only the target list URL or list ID changes. The app can then display items from both lists in a single screen or allow navigation between them.
- The pattern is: one ListDataProvider/ListViewModel pair per list, and XAML pages (views) bound to each view model. Users can navigate between the lists or you can aggregate data in the client.
Keep lists separate but provide navigation between them
- If a single merged grid is not strictly required, create separate views/pages for each list and add navigation (buttons/links) so users can quickly switch between them.
- This is the same pattern used when handling multiple SharePoint lists with the same schema in a Windows Phone app: one primary list view and a secondary list view, each bound to its own data provider, with buttons to move between them.

If a truly unified list is required inside SharePoint itself (for example, one view in a site), the supported approach is to consolidate data into a single list (for example, by adding a “SourceMonth” or “SourceList” column) and then use standard list views and filters. SharePoint out of the box does not provide a cross-list view that behaves like a single list.

References:

Use multiple SharePoint lists in a Windows Phone app