Have you ever wondered how to discover all inactive content in your Office 365 environment? It is important to have this kind of information because you want a well-organized and clutter-free Office 365 environment. Now, you can find it all in one place with the help of SysKit Point.
To decide whether something is inactive in your Office 365 environment, we are collecting activity data for the following workloads: SharePoint, Exchange, Yammer, and Microsoft Teams.
SharePoint activity is collected via Office 365 audit logs. The last activity is based on the latest date when a file was viewed, edited, or downloaded.
For the collection of Exchange activity, SysKit Point uses Office 365 groups activity report available in Microsoft 365 admin center. The last activity is based on the latest date when an email was delivered to a group.
The collection of Yammer activity is also accomplished through Microsoft 365 admin center usage report but for Yammer groups activity. The last activity is based on the latest date a message was read, posted, or liked by the group.
Microsoft Teams activity is collected using protected APIs in Microsoft Graph. The last activity is based on the latest date when a message was posted or replied.
Data for Exchange, Yammer, and Microsoft Teams activities are collected by SysKit Point's dedicated service within non-working hours, between 7:00 PM and 7:00 AM.
You can configure what is considered to be inactive in SysKit Point by changing the number of inactive days, after which workloads will be marked as inactive. To do so, open the Settings page from any screen within the application, go to the Governance > Content Lifecycle screen where you will find the Inactive Content section. Enter the number of days in the field and click the Save button to update the value. The number of days can be set to a value between 30 and 180.
There are several places where you can find activity information in SysKit Point. Let's get to know them.
When you open the Sites Overview screen from the Welcome Home screen, click the Column Chooser and mark the Activity column to show it in the grid.
You can see the blue info icon in the Activity column header.
When you hover over the info icon, you will see which workloads are included in the evaluation of the activity for Sites, Microsoft Teams, Office 365 Groups, and OneDrive sites. There is also information for which period (number of days) was the activity assessment made. In the grid, you have a column filter to help you see just the active or the inactive content.
Hover over circle icons for each row to get more information about the activity. The circle is colored gray if there was no activity since the application started collecting the activity data. If the circle is colored green, the content is active. The date of the last activity is displayed on hover.
There is also a separate Inactive Sites view available, which can be accessed from the View drop-down menu. By selecting it, the Activity column becomes visible in the grid.
The Microsoft Teams & Groups Overview screen has a similar representation of workload activity for Microsoft Teams and Office 365 groups as the Sites Overview screen. The Activity column is, by default, shown as the last column in the grid. The same rules of displaying the activity data are applied here, as explained for the Sites Overview screen. Additionally, here you can find a separate Inactive tile above the grid. By clicking the tile, the Inactive Groups view is shown.
You can access Details screens for Sites, Office 365 Groups, and Microsoft Teams by clicking the link in the Name column on Overview screens. The activity information inside Details screens is shown in the Analytics and Usage tile. Hover over the blue info icon to see for which workloads are the activities tracked.
The easiest way to find all inactive content is by using the Inactive Content report, which you can find in the Report Center. By clicking the Inactive Content report tile, the Options screen opens where you can choose whether to include Sites, Microsoft Teams, and/or Office 365 Groups in the report. By default, all options are selected.
Click the Run Report button to generate the Inactive Content report. On the report, there are four columns in the grid - the Name column which you can click to open the Details screen, and four activity columns for SharePoint, Exchange, Microsoft Teams, and Yammer. Two additional columns, Type and Primary Admin, can be added from the Column Chooser.
Notice the blue info icon next to the Activity columns. Hovering above the icons displays a tooltip with information on how the last activity date was determined.
A grey circle icon represents an existing workload with no activity. Hovering over it will show the information since when SysKit Point monitors the activity.
Dash (-) is displayed in case there is no workload associated with the selected item. An appropriate tooltip is displayed on hover.