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SharePoint Online

How to View All Hidden Lists in SharePoint Online

Hidden lists in SharePoint Online might contain critical information that isn’t visible to regular users. For instance, project management teams might use these lists for sensitive data like project milestones, internal feedback, etc. As a SharePoint admin, efficiently managing these hidden lists is crucial for maintaining a clutter-free environment. This guide will show you how to view hidden lists in SharePoint Online to improve data management!

Using Windows PowerShell

Microsoft 365 Permission Required
Site Owner Least Privilege
Global Admin Most Privilege
  • Connect to the SharePoint Online site with a certificate by replacing <SiteURL>, <ClientID>, <Tenant> (tylo.onmicrosoft.com) and <CertThumbprint> with the appropriate values in the following cmdlet (requires PowerShell 7 or later).
  • Windows PowerShell Windows PowerShell
     Connect-PnPOnline –Url <SiteURL> -ClientId <ClientID> -Tenant <Tenant> -Thumbprint <CertThumbprint>
  • Then, run the following cmdlet to see hidden lists in the SharePoint Online site.
  • Windows PowerShell Windows PowerShell
     Get-PnPList | Where-Object { $_.BaseType -ne 'DocumentLibrary' -and $_.Hidden -eq 'True' }
Using Windows PowerShell
  • Note: If you don't have the certificate in the respective application, you can connect to the SPO site in an interactive manner. However, it requires a respective Azure AD app with a redirection URI.

Using Powershell Script

Microsoft 365 Permission Required
Site Owner Least Privilege
Global Admin Most Privilege
  • The above PowerShell cmdlet requires connecting to each site individually to view hidden lists, which can be time-consuming when dealing with multiple SPO sites.
  • To overcome this limitation, we have developed a user-friendly PowerShell script that retrieves all hidden lists and its items count across all SharePoint sites within your tenant.
  • Download and run the following script in Administrator PowerShell (version 7 or higher required) as outlined below.

  • Windows PowerShell Windows PowerShell
     ./GetSPOListItemsCount.ps1 -TenantName <TenantName> -ClientId <ClientId> -CertificateThumbprint <CertThumbprint> -ShowHiddenListsOnly
Using Powershell Script
GetSPOListItemsCount.ps1

Effortlessly discover and manage all hidden lists in SharePoint Online!

The AdminDroid’s SharePoint Online reporting tool simplifies the process of identifying hidden lists within your SharePoint environment. It offers detailed reports on all hidden SharePoint lists, providing insights into permissions, usage, and more, enabling effective management.

Get a Comprehensive View of SharePoint Lists

Gain a high-level view of all lists in the SharePoint Online lists dashboard, including hidden ones, to obtain an organized snapshot of your organization.

Easily Retrieve Item Count in SharePoint Lists

Get the total item count in SharePoint lists to identify and manage overloaded lists that may slow down your SPO environment.

Review SPO Hidden Lists with Attachments

Filter SharePoint lists with attachments based on hidden lists to identify those containing essential attachments required by users, ensuring they are made visible on the site for improved data access.

Track IRM-Enabled Lists in SharePoint Online

Review the IRM-enabled lists report to ensure that sensitive files attached to hidden lists are protected by restricting actions such as downloading, printing, and copying.

Effectively Manage Empty Lists in SPO Sites

Refine the empty lists report based on the hidden lists to identify those without items, enabling you to easily delete lists that no longer contain data.

Refine Hidden SharePoint List Analysis with Ease

Leverage AdminDroid's advanced filtering options to easily identify hidden SharePoint lists based on site properties with just a few clicks, without relying on PowerShell cmdlets or complex scripts.

Overall, AdminDroid enhances your SharePoint Online management by making it easy to find hidden lists with just a few clicks. In addition, it allows you to monitor site permissions, external file sharing, storage consumption, ownerships, and group memberships, helping to prevent data abuse in your organization.

Explore a full range of reporting options

Important Tips

Enable notifications for list and list item changes to keep track of updates to hidden lists, ensuring efficient SharePoint management.

For granular access, stop sharing the list with all users and utilize item-level permissions to manage access to specific items instead of hiding the entire list.

Regularly audit files accessed by external users to identify hidden SharePoint lists they have accessed, ensuring the protection of sensitive data.

Common Errors and Resolution Steps

The following are the possible errors and troubleshooting hints while accessing all hidden lists in SharePoint Online.

Error Get-PnPList: The term 'Get-PnPList' is not recognized as a name of a cmdlet, function, script file, or executable program.

This error occurs when the PnP PowerShell module is not installed properly.

Fix Ensure that the PnP PowerShell module is installed. Use the following cmdlets to install or update the module:
# Run the below cmdlet to install it.
Install-Module -Name PnP.PowerShell
# Run the below cmdlet to update it.
Update-Module –Name PnP.PowerShell

Error Get-PnPList: There is currently no connection yet. Use Connect-PnPOnline to connect.

This error occurs when running the ‘Get-PnPList’ cmdlet without an active connection to the SharePoint Online site.

Fix Use the ‘Connect-PnPOnline' cmdlet to establish a connection before running the ‘Get-PnPList’ cmdlet.

Error Set-PnPList: Access is denied. (Exception from HRESULT: 0x80070005 (E_ACCESSDENIED)).

This error occurs when you lack the necessary permissions to modify the list settings using the ‘Set-PnPList’ cmdlet.

Fix Ensure you have the necessary permissions to modify list settings. Note that modifications to system-generated SharePoint lists are restricted.

Error ./GetSPOListItemsCount.ps1 cannot be loaded because running scripts is disabled on this system.

If you have set the execution policy settings to ‘RemoteSigned’, the above error will occur when running the PowerShell script.

Fix Change the execution policy by running the cmdlet below.
Set-ExecutionPolicy -Scope CurrentUser -ExecutionPolicy Unrestricted

Frequently Asked Questions

Manage Hidden SharePoint Lists to Optimize Storage and Improve Visiblity in Microsoft 365

What are the scenarios to hide a list or its items in a SharePoint Online site?

What are the scenarios to hide a list or its items in a SharePoint Online site? +

Hiding a list or its items in a SharePoint site can be essential for various reasons, including:

  • Tailored user experience in SharePoint sites By removing clutter and hiding irrelevant or outdated lists, organizations can streamline the user interface of SharePoint Online sites. This simplification helps users focus on the most relevent information, improving navigation and overall usability, which enhances productivity.
  • Controlled access and management of SharePoint list items Hiding list items allows administrators to restrict access to specific entries, ensuring confidentiality and reducing accidental edits or deletions. This practice also enables granular item-level permissions, improving overall SharePoint list management.

Even though site owners can hide lists from site contents in SharePoint UI, they still consume storage space. For effective storage management, remove unwanted lists, whether they are visible or hidden, including both system-generated and manually hidden lists in your SPO sites.

How to hide a list from site contents in SharePoint Online?

How to hide a list from site contents in SharePoint Online? +

Hiding a list in SharePoint Online is crucial for managing visibility and reducing clutter for users. While the SharePoint Online UI or admin center lacks a direct option to hide lists, this can be accomplished using PowerShell.

Note: Even though we hide the list from a SharePoint site, users with permission to access the list can still view it if they have the URL.

Hide a SharePoint list using PowerShell

Connect to the desired SharePoint Online site using the 'Connect-PnPOnline' cmdlet. Then, run the below cmdlet to hide a list or document library from the SharePoint site.

Set-PnPList -Identity <List_ID> -Hidden $True

Note: You can use the ‘Get-PnPList’ cmdlet to retrieve the list ID for all lists in the respective SharePoint site.

Unhide a SharePoint list using PowerShell

Run the below cmdlet in PowerShell to unhide a list or document library from the SharePoint site.

Set-PnPList -Identity <List_ID> -Hidden $False

Effortlessly optimize your SharePoint Online site management by hiding inactive lists!

  • Utilize AdminDroid's inactive lists report to identify the important lists that are unused and hide them to maintain a clutter-free environment.
  • Gain detailed insights on unused SharePoint lists, such as list name, inactive days, created date, last item modified/deleted date, site name, site address, and more.
inactive-lists-in-sharepoint-online-admindroid

Handy tip: Use the Schedule (⏰) option to receive automated insights on inactive SharePoint lists on a daily, weekly, or monthly basis.

How to hide SharePoint lists from site contents using Power Automate?

How to hide SharePoint lists from site contents using Power Automate? +

When users in the organization lack proficiency in PowerShell, admins can develop workflow in Power Automate to facilitate the process of hiding a SharePoint list. This user-friendly approach empowers users (site owners) to manage list visibility without requiring advanced technical skills, ensuring a streamlined experience.

Hide SharePoint lists with Power Automate

  • Sign in to Power Automate and navigate to Create tab ➔ choose ‘Instant cloud flow’ ➔ enter the Flow name ➔ choose 'Manually trigger a flow' ➔ click Create.
  • Add the following inputs as parameters for the manual trigger: Site address (Text), List name (Text), Hide from site contents (Yes/No), Hide list items from search results (Yes/No).
  • Add the Send an HTTP request to SharePoint action with the following details: Site Address (Input - Site address), Method (PATCH), Headers (X-HTTP-Method: Merge, If-Match: *), Uri:
    _api/web/Lists/getbytitle('@{{trim(triggerBody()?['text_1'])}}')
    Body:
    { 'Hidden':@{if(triggerBody()?['boolean'],'true','false')}, 'NoCrawl':@{if(triggerBody()?['boolean_1'],'true','false')} }
  • After that, save and test the flow to ensure it operates correctly.
  • Finally, send a copy of the flow with users so they can hide the required SharePoint lists from site contents.

For a clear visual representation of the flow, please refer to the GIF provided below.

hide-lists-in-sharepoint-using-power-automate

How to hide list items from users in SharePoint Online?

How to hide list items from users in SharePoint Online? +

In SharePoint Online lists, item-level permissions are crucial for securing sensitive data, ensuring privacy, and controlling access. This feature allows you to hide list items in SharePoint from certain users, ensuring that only authorized individuals can view or edit sensitive content. It facilitates effective management and fine-tuning of access, extending beyond the controls available at the site or list level.

Hide list items from users in SharePoint Online

  • Navigate to the SharePoint list where you want to apply item level permissions.
  • Select the list items you want to hide from users, then choose Manage access from the top right corner.
  • In the Manage Access pop-up, click Stop sharing to break inheritance and limit the access to only the site owners.
hide-list-items-in-sharepoint-lists

Note: You can also grant unique permissions to specific users and groups for viewing or editing individual list items.

How to show or hide columns in a SharePoint list?

How to show or hide columns in a SharePoint list? +

Hiding unwanted columns in a SharePoint list view is often a better approach than deleting them, as it preserves the data for future use. Temporarily hiding a column maintains its data integrity, allowing you to keep your SharePoint list uncluttered. This means that when needed, you can easily make hidden columns visible again, facilitating flexible data management without the risk of data loss.

Hide a column in a SharePoint list

  • Navigate to the SharePoint list view where you want to hide a column.
  • To hide a single column, click on the respective column header and choose Column settings»Hide this column.
hide-column-in-sharepoint-lists

Show hidden columns in SharePoint list

  • To unhide hidden columns in a SharePoint list view, click on any column header, then choose Column settings»Show/hide columns.
  • In Edit view columns pane, select the columns you want to display in the list view.
  • Click Apply to update the view with the selected columns.
show-or-hide-columns-in-sharepoint-list

Conditionally show or hide columns in a SharePoint list

While hiding columns provides a straightforward way to declutter your views, conditionally showing or hiding columns creates a tailored experience based on specific criteria. This enhances the user interface by restricting users from entering data for new items that do not meet those conditions.

  • Navigate to Add new item»Edit form»Edit Columns.
  • In the ‘Edit columns in the form’ pane, click on the ellipsis (...) next to the respective column and select 'Edit conditional formula’.
  • Specify the conditional formula to determine when to show or hide the column, and then click Save.
conditionally-show-or-hide-columns-in-sharepoint-lists
+

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