Comparing Methods To Delete All Items From A Sharepoint List
SharePoint lists are used to store all kinds of structured data, from contacts and calendars to issues tracking and document libraries. However, there are times when deleting all of the entries in a SharePoint list becomes necessary.
Reasons to Delete All Items from a List
Archive Old Data
If a SharePoint list has years of outdated legacy data, it may be desirable to clear out old records to archive them elsewhere. Keeping a list clean and containing only current information simplifies usage and interfaces. Migrating and purging aged customer data is a common scenario driving bulk list deletions.
Clear Out Unused Lists
Lists created for testing purposes, temporary needs, or short-lived projects often languish unused in site collections. Deleting all items is an expedient way to clean up orphaned lists without deleting the entire list structure. First clearing out list items lets site owners evaluate whether an empty list should be updated for new uses or removed entirely.
Start Fresh with New Structure
SharePoint lists can suffer from structural issues or confused metadata if not thoughtfully organized early on. Deleting all line items provides a clean slate to recreate a list with a revised information architecture. IT teams rebuilding sites after mergers & acquisitions often refresh old lists to standardize on optimal designs.
Methods to Delete All Items
Several approaches exist to bulk delete SharePoint list contents, with the optimal technique depending on specific requirements and admin preferences.
Using SharePoint UI
The most straightforward way to remove all items from a SharePoint list is through the user interface. This involves:
- Navigating to the List Settings page
- Clicking “delete this list” to purge contents
List settings provide manual control over data removal. UI deletion enables list owners to easily empty data with a few clicks. However, the user interface does not scale well for large lists or those with broken item references.
Using SharePoint Designer
Microsoft SharePoint Designer also interacts directly with the SharePoint data engine to query and alter list contents:
- Open target SharePoint site in Designer
- Navigate to All Files view and locate list
- Right click on list and select “Delete all items” to purge
Designing presentations efficient navigation to locate and clear out SharePoint list items. Bulk UI-based removal handles thousands of entries reliably. But Designer still requires manual intervention, and lacks options for scheduling or automation.
With PowerShell
SharePoint also provides server-side APIs to manage list data programmatically. Windows PowerShell scripts can tap into these interfaces:
- Connect to SharePoint site via PowerShell session
- Use Get-SPWeb and Get-SPList cmdlets to reference target list
- Call the .Items.DeleteAll() method to purge contents
PowerShell automation delivers hands-off clearing of list items in bulk. Scripts scale to handle hundreds of thousands of records across large lists and libraries. This technique enables scheduling recurring clean-ups of stale data.
In C# Code
Custom coding against the SharePoint client object model can also drive bulk list data deletion:
- Load Microsoft.SharePoint.Client and SP.List CSOM objects
- Get reference to target list on site
- Invoke .Items.DeleteAll() method to purge all contents
Robust C# programs tailor delete behavior beyond out-of-the-box routines. Custom extensions allow iterating large lists in batches to optimize clearing. C# also helps handle list relationships to selectively cascade deletes.
Which Method Should I Use?
Choosing a deletion technique involves balancing simplicity, automation needs, scale, and customization:
SharePoint UI for Simple Deletions
Use native list settings to manually purge contents interactively in the browser. Suitable for small jobs.
SharePoint Designer for Bulk Deletes without Code
Design tool interaction removes thousands of items at a time. Allows monitoring job progress through UI.
PowerShell for Scripting and Automation
Batch file scripts schedule and handle automated purging across large lists and site collections.
C# for Custom Solutions and Extensions
Compile .NET programs to incorporate business rules and targeted delete policies.
Example PowerShell Script to Delete All Items
This PowerShell script connects to a SharePoint site and list to remove all items:
# Parameters $SiteUrl = "https://contoso.sharepoint.com/sites/team-site" $ListName = "OldTasks" # Connect to SharePoint Add-PsSnapin Microsoft.Sharepoint.Powershell $Site = Get-SPSite $SiteUrl $Web = Get-SPWeb $SiteUrl $List = $Web.Lists[$ListName] # Purge all list contents Write-Host "Deleting all items from $ListName" $List.Items.DeleteAll() # Close connections $Web.Dispose() $Site.Dispose() Write-Host "Deleted all items successfully!"
This demonstrates connecting with SharePoint PowerShell cmdlets and utilizing the .Items.DeleteAll() approach to clear entries.
Example C# Code to Delete All Items
C# also provides access to the underlying SharePoint client object model for list management:
// Using directives
using Microsoft.SharePoint.Client;
// SharePoint connection
var siteUrl = "https://contoso.sharepoint.com/sites/team-site";
var creds = new NetworkCredential("[email protected]", "P@ssword1");
var clientContext = new ClientContext(siteUrl);
clientContext.Credentials = creds;
// Get target list
List tasksList = clientContext.Web.Lists.GetByTitle("OldTasks");
// Delete all items
tasksList.Items.DeleteAll();
clientContext.ExecuteQuery();
This illustrates CSOM initialization to access the list collection and invoke DeleteAll(). Custom code can further manipulate list item removal.
Key Takeaways and Recommendations
Reflecting on techniques to purge SharePoint list items, some best practices stand out:
Consider Impact Before Deleting Data
Accidental mass deletion is difficult to undo – prototype carefully first.
PowerShell Best for Automation/Scheduling
Script list purging for reliability and scale.
Extend with C# for Custom Behaviors
Code against CSOM opens doors for specialized deletion policies.
