Report row limit exceeded

Last updated: February 4, 2026

Overview

When running reports in Salesforce, you may encounter message stating:

"This report has more results than we can show (up to 2,000 rows). Summary information is calculated from full report results."

This message appears because the Salesforce report viewer displays up to 2,000 rows at a time. The display limit only affects what you can see on screen. Summary totals, subtotals, and grand totals still reflect the full dataset.

Process

You can access your complete report data when you encounter the 2,000-row display limit in several ways:

Export the full report

Exporting the report to Excel is the best way to view all rows, since Excel supports larger data sets than the report viewer. For details on the specific limits, please see the Export a Report SFDC article.

  1. Open your report.

  2. Click the Export button in the report viewer.

  3. Choose either Formatted Report or Details Only format.

  4. Download the exported file to access the complete dataset.

Apply filters

You can narrow your report results by applying filters so the returned records fit within the 2,000-row display threshold.

  1. Open your report.

  2. Add filters to focus the data set, such as specific date ranges, producers, or departments. For help on adding filters, please see the following SFDC articles:

    1. Filter Your Report

    2. Add Filter Logic to a Report

  3. Run the report with the filters applied. The smaller data set may now display fully within the report viewer.

Best practices

When working with large billing reports—which can commonly reach the 2,000-row display threshold—consider these approaches:

  • Use dashboards to review trends and summary data instead of scanning row-level details.

  • Create focused reports by applying specific filters. Breaking reports into smaller segments (such as shorter date ranges) makes them easier to review.

  • Export reports regularly if you need to analyze the full data set in external tools like Excel.

Troubleshooting

If you’re still having trouble accessing your complete billing data, try the following:

  • Review your filters. Broad options like “All Time” can return more rows than the report viewer can display.

  • Confirm your permissions. Make sure you have access to export reports.

  • Adjust your date range. If an export is incomplete, run the report in smaller time periods.