Storage Reports
Storage Reports provide information on your tenant-wide storage consumption.
In this article, you can locate information on:
Use the Storage Metrics report to view your tenant-wide storage consumption and determine if you're at risk of running out of storage, the Site Storage Metrics report to gain insight into the storage used by a particular site and identify any potentially unusual spikes, and the File Storage Details report to view all of the versions of your selected file with the most important information about each version.
Storage Metrics
The Storage Metrics report displays your tenant-wide storage consumption over time.
This report lets you check if you are at risk of running out of storage so that you can decrease clutter by optimizing or expanding your storage capability.
Generate Storage Metrics Report
Click the Reports button located on the left side of the screen.
Select Storage in the filter; you can find it in the upper left corner.
Click the Storage Metrics report to generate the report.
Report Data
Once the report is generated successfully, the following information is available:
The Tenant Storage tile on the left side shows the percentage of used storage out of the total available storage for your tenant.
The Potential Savings tile shows how much you can save by cleaning up File versions older than X months or All but the last X number of file versions.
You can set your values for X through Settings > Storage Management, which you can quickly access by clicking the Settings button in the top right corner of the tile
The Site Trend chart shows a graph that depicts your storage usage across time over the last 180 days.
The following data will be displayed in the columns:
Name; the name of the site.
Clicking the name opens the Site Storage report for the selected workspaces.
Size; shows the size of the site.
Last 180 Days; shows the storage trend for a site during this period along with an arrow that signifies the growth or reduction. Hovering above it gives you a percentage of how much.
By default, the Last 180 Days column is shown on the report, but the following views are also available: Largest Growth in last 7 days, Largest Growth in last 30 days, Largest Growth in last 90 days.
State; show the state of the site, whether it is active, archived, or other.
Keep in mind that soft deleted and archived sites also count towards your storage usage until they are permanently deleted.
Storage Limit; show the storage limit for the site.
% of Limit; shows the percentage of how close to the storage limit your site is.
Alert on % of Limit; shows the percentage at which you are alerted of being close to your storage limit.
Last Activity; shows the date the last activity on the site happened.
Version Limit; shows the version limit applied to the workspace
Site Storage Metrics
The Site Storage Metrics report displays your storage consumption across your sites over time.
The report lets you check the amount of storage used by sites in your tenant. This makes it easier to maintain and organize your sites to optimize storage per site.
Generate Site Storage Report
Click the Reports button located on the left side of the screen.
Select Storage in the filter; it can be found in the upper left corner.
Click the Site Storage Metrics report to proceed.
Selection & Filters
Once the Site Storage Metrics report is clicked, the Selection step opens, with the following information available:
Name; shows the name of the workspace
URL; shows the URL for the workspace
Primary Admin; shows who the primary admin is of the workspace
Last Modified; shows when the workspace was last modified
Storage Usage; shows the current usage of the workspace
Storage Limit; shows the storage limit for the workspace
Storage Warning Level; shows the storage level at which you are warned that you are approaching the limit
Clicking on a workspace enables the Run Report button. Click it to generate the Site Storage Metrics report for that specific workspace.
Report Data
On the Site Storage Metrics report for the individual workspace, the following information can be found:
The Site Trend chart shows a graph that depicts your site storage usage over time in the last 180 days.
The Site Storage Usage tile on the right side shows the percentage of used storage out of the total number of available storage for your site.
The File Type tile shows a chart and list of the types of files on your site and the amount of storage each file takes up.
The File types tracked are the following:
Videos: mp4, mov, wmv, avi, avchd, webm
Images: jpeg, jpg, png, gif, raw, psd
Office: doc, docx, rtf, xls, xlsx, ppt, pptx, pdf, txt, one
Other: any extensions not categorized in one of the above groups
The File Version Cleanup tile shows the amount of space you can free up by cleaning up the outdated versions of the site.
The Largest Files & Folders section of the report is, by default, set as a Files Only view, which means it shows a list of all files on the site. You can change the report to be seen as the Site Structure view by clicking the Show by: button located on the top right side of the Largest Files & Folders part of the report.
The following data will be displayed in the columns:
Name; the name of the site.
Clicking the name opens the Site Details page of the selected workspaces.
Clicking the arrow symbol next to the name expands the site details to show all content included on the site.
Type; shows what type of site or content it is.
Extension; shows any extensions to the site or content.
Size; shows the size of the site or content.
Size (All Versions); shows the amount of storage taken by the site or specific content within the workspace.
Size (% of the site storage); shows the percentage of storage used by the site or content.
File Versions; shows the versions of the files.
Author; shows the author of the content.
Storage Limit; shows the storage limit for the site.
Last Activity; shows the date the last activity on the site or content happened.
Selecting the site or one or more of the files included in the site provides the action to Clean Up File Versions, located on the right side of the screen under the Manage section.
File Storage Details
The File Storage Details report displays all of the versions of the selected file with the most important information about each of the versions.
The report lets you check on the amount of storage used by files in your tenant. This makes it easier to track and organize your content on specific sites to optimize storage.
Generate File Storage Details Report
Click the Reports button located on the left side of the screen.
Select Cleanup & Health Check in the filter; it can be found in the upper left corner.
Click the Site Storage Metrics report to generate the report.
Under the Largest Files & Folders section, click the arrow next to the folders to expand them until you reach the list of files within the folder.
Click the name of the file for which you want to generate the report.
Report Data
Once the site report is successfully generated, the following information is available at the top of the report:
The amount of storage used by all versions of this file expressed in bytes.
The amount of storage used that is older than 30 days.
The size of all versions of the files except the newest 20 versions.
Above the columns of the report, you can find:
The file name
The author of the file
The URL to the site and file
The date of the last activity on the file
The following data will be displayed in the columns:
Version Number of the file.
The version number can be a Major version, which is represented by whole numbers (e.g., 1.0), or a Minor version, which is represented by decimal numbers (e.g., 1.3). If your document library is configured to use Check In/Check Out, every change made by a user with a checked-out document will create a minor version. On the other hand, lists usually only have Major versions.
Created on; the date the version of the file was created.
Created by; the person by whom this file version was created.
Size; shows the size of the file version.
You can also export this report as a PDF or Excel file, or schedule it, to have it regularly delivered to your email.
Selecting one or more of the file versions provides the action to Delete Version, located on the right side of the screen under the Manage section.
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