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how to show in a gllery view records that excseed 4000 rows in power apps

ולאדיסלאב יונה מולדאבסקי 0 Reputation points
2026-01-01T09:35:15.1766667+00:00

Hi, I’m working with a Power Apps Canvas app where records are displayed using a Gallery control. The underlying dataset exceeds the 4,000-row limit.

What is the recommended best-practice approach for implementing pagination while continuing to use a Gallery, so that users can filter and browse through all available records efficiently?

Microsoft 365 and Office | Development | Microsoft 365 App Publishing
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  1. Vergil-V 13,380 Reputation points Microsoft External Staff Moderator
    2026-01-01T12:49:15.66+00:00

    Hi @ולאדיסלאב יונה מולדאבסקי  
    Thank you for contacting the Microsoft Q&A forum.  

    Based on your description, I understand you’re looking for the best-practice approach to implement pagination while continuing to use a Gallery in a Power Apps Canvas app. 

    I want to be transparent that, as a forum moderator, I don’t have access to a dedicated testing environment to replicate or validate the most promising practices. 

    That said, I highly recommend visiting https://community.powerplatform.com/, where experts and experienced members can provide additional insights and practical solutions. 

    In the meantime, here are some resources that may be relevant to your situation: 

    I apologize if referring you to another forum causes any inconvenience, but I hope this helps point you toward the right resources. 

    Thank you for your time and understanding. 

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

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  2. AI answer

    2026-01-01T09:36:24.7166667+00:00

    To handle displaying records in a Gallery control in Power Apps when your dataset exceeds 4,000 rows, you can implement pagination. Here are some best practices for doing this:

    1. Use Collections: Load data into a collection that can be filtered and sorted. This allows you to manage a subset of records that can be displayed in the Gallery.
    2. Implement Pagination Logic: Create variables to track the current page and the number of records per page. Use these variables to calculate which records to display in the Gallery. For example, if you want to show 100 records per page, you can set the Items property of the Gallery to a formula that retrieves only the relevant records for the current page. 
         FirstN(Skip(YourDataSource, (CurrentPage - 1) * RecordsPerPage), RecordsPerPage)
    3. Add Navigation Controls: Include buttons for "Next" and "Previous" to allow users to navigate through the pages. Update the CurrentPage variable accordingly when these buttons are clicked.
    4. Dynamic Filtering: Allow users to filter the records based on specific criteria. This can reduce the number of records displayed and improve performance.
    5. Optimize Data Retrieval: If possible, use delegation-friendly functions to ensure that the filtering and sorting operations are performed on the server side, which can help manage large datasets effectively.

    By implementing these strategies, you can efficiently manage and display records in a Gallery control even when dealing with datasets that exceed the 4,000-row limit.

    References:

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