Troubleshooting Performance Issues with Excel Files in SharePoint and OneDrive

When experiencing performance issues with Excel files stored in SharePoint and synced via OneDrive, it’s often due to user-related practices rather than technical flaws. Below, I’ll outline the three main causes and their solutions. First of all: In most cases, it was always due to user errors in Excel itself.

1. OneDrive Sync Issues

Using OneDrive to sync SharePoint libraries can cause performance bottlenecks when misused.

Common Mistakes:

• Enabling "Always keep on this device" for large folders or entire libraries. This forces OneDrive to download thousands of files locally and continuously (!!!) monitor them for changes, which strains your internet connection and system resources.

Solution:

• Only enable offline availability for specific files you truly need while working offline.
• Avoid syncing massive folders with tens of thousands of files. Instead, access files on demand. There is really no difference for the user.

2. SharePoint Document Libraries

SharePoint can handle large datasets, but performance declines with improper use.

Common Mistakes:

• Storing more than 5,000 items in a single document library, which exceeds Microsoft’s recommended threshold.
• Using a single, overloaded SharePoint site for all files.
• PS: Please also note the file path length in the browser and file explorer sync!

Solution:

• Split large libraries into smaller ones. For example, create separate document libraries for different departments or topics.
• Organize files across multiple SharePoint sites if needed. Do not use one big SharePoint website for everything!

3. Excel File Complexity

If issues persist even after downloading the file locally, the problem likely lies with the Excel file itself.

Common Mistakes and Fixes:

1. Using plain lists instead of Excel tables: Excel tables improve performance and are better suited for large datasets. Transition to intelligent tables for smoother functionality.
2. Overly complex formulas: Simplify formulas or use tools like Power Query and PivotTables to manage and analyze data more efficiently.
3. Excessive conditional formatting: Conditional formatting applied over thousands of rows or columns can significantly degrade performance. Check and delete unnecessary formatting under Home > Conditional Formatting > Manage Rules.
4. Corrupted elements or hidden issues: Use Excel’s Inspect Document tool to identify and resolve hidden issues like broken links or invalid references.

Final Recommendation

To pinpoint the root cause, always test the file locally. If the performance issues persist, focus on optimizing the Excel file itself.

By following these steps, you can resolve most performance issues and enhance the user experience with SharePoint, OneDrive, and Excel.