Microsoft Lists: Owner can search/filter, shared users cannot

Hi Miao Ching Teoh

Based on the information provided, this behavior could be related to how Microsoft Lists and SharePoint Online handle large lists rather than a permissions issue. Since affected users can view all records and open items successfully, the behavior described appears to be specific to the search and filtering functionality rather than access to the list items themselves.

A few areas are worth checking:

• The list contains approximately 10,000 items, which exceeds the SharePoint List View Threshold of 5,000 items. Although large lists are supported, filtering and sorting operations can be affected if a view needs to process more than 5,000 items. Microsoft recommends using indexed columns together with filtered views that return fewer than 5,000 items.
• The data was imported recently from Excel. For larger lists, index creation and search indexing may take additional time to complete. Microsoft notes that for larger lists, indexing can occur in the background and may show "Indexing in progress" until completed.
• Even when a column is indexed, filtering may still not work as expected if the underlying query exceeds the List View Threshold. Microsoft documentation indicates that filtering can fail when the number of items returned exceeds the threshold.

To better understand the behavior, could you check and share:

• Does the issue occur for all views or only a specific view?
• Are users accessing the list through Microsoft Lists, SharePoint Online, or both?
• If you create a new view filtered by an indexed column that returns fewer than 5,000 items, do affected users receive results?
• Do users receive any error message, or does the search simply return no results?

Microsoft documentation related to large lists and list view thresholds:

Working with the List View Threshold limit for all versions of SharePoint | Microsoft Support

List View Threshold for large lists and libraries | Microsoft Support

I hope this information helps and I look forward to your response.

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