> For the complete documentation index, see [llms.txt](https://docs.cipp.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cipp.app/user-documentation/teams-share/storage-report.md). # Storage Report The Storage Report shows where a single tenant's storage capacity is being used, across SharePoint sites, Teams-connected sites and OneDrive accounts, and highlights sites that are near quota, inactive, or holding storage that could be reclaimed. Teams storage is not a separate pool: a Teams-connected site is SharePoint capacity on a group or channel site, tracked alongside the rest of SharePoint. File-level M365 Archive usage is added to the report once SharePoint admin access is available and the data has been synced. The report requires a single tenant to be selected; under **AllTenants** the page shows a placeholder asking you to pick a tenant instead. ## Syncing Storage Data The report reads from cached usage data rather than querying SharePoint and OneDrive live. | Control | Description | | ------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Sync usage | Queues a refresh of SharePoint site usage (including file-level archive metrics, where SharePoint admin access is available) and OneDrive usage for this tenant. This is what feeds the charts, the tables, and the near-quota and inactive views. Progress is shown next to it as **Usage sync**, and the report refreshes itself once the sync finishes. | | Scan cleanup | Queues the cleanup scan described under [#finding-cleanup-opportunities](#finding-cleanup-opportunities "mention"). It fills the reclaim columns only, and does not refresh usage sizes. Unavailable until usage data has been synced, and reads **Rescan cleanup** once a scan has run. | | Refresh | Reloads the report from the cached data without running a new sync. | {% hint style="info" %} If no cached data has been synced yet, or one of SharePoint or OneDrive comes back empty, a banner invites you to use **Sync usage**. {% endhint %} {% hint style="warning" %} If SharePoint usage figures look empty even after a sync, Microsoft may not have generated a site usage report for the tenant yet. Sync again later, or check the reports in the SharePoint admin center directly. {% endhint %} ## Anonymised Reports Microsoft 365 has a tenant-wide setting that conceals user names in usage reports, replacing them with hashes rather than user principal names. Where CIPP detects that this report has come back anonymised, it shows a warning above the results. The fix is on the tenant, not in CIPP. Enabling the **Enable Usernames instead of pseudo anonymised names in reports** standard turns the setting off, after which the report needs syncing again to pick up real names. ## Tenant Storage A storage bar above the summary shows how much of the tenant's overall SharePoint storage pool is used, with chips for storage used, storage free and the total quota. On a tenant with more than one geo location, a chip is added for each geo showing its own usage. The bar needs SharePoint admin access; if it can't retrieve a quota figure for the tenant, it reads "Tenant storage usage is unavailable for this tenant" instead. ## Summary A row of headline counts sits above the charts. | Indicator | Description | | ------------------------- | --------------------------------------------------------------------------------------------------------------------- | | SharePoint Sites | The number of SharePoint sites that are not connected to Teams. | | Teams-Connected | The number of SharePoint sites connected to a Team (group or channel sites). | | OneDrive Accounts | The number of OneDrive accounts. | | Near quota (≥80%) | Sites using 80% or more of their allocated storage. | | Inactive (≥90d) | Sites with no recorded activity in the last 90 days, or with no activity date at all. | | File-level archive (est.) | Estimated storage held in file-level M365 Archive across all sites. Only shown once archive metrics have been synced. | | Sites with file archive | The number of sites that have any file-level archive usage. Shown alongside File-level archive (est.). | | Reclaimable (est.) | Estimated storage a cleanup scan could reclaim across all scanned sites. Only shown after running **Scan cleanup**. | A row of chips beneath the summary repeats the near-quota, inactive, Teams-connected, top-site, file-archive and reclaimable highlights; clicking any of them switches to the SharePoint Sites tab. ## Charts | Chart | Shows | | --------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Storage by Workload (GB) | The share of storage used by SharePoint, Teams and OneDrive. | | Files by Workload | File counts across SharePoint, Teams and OneDrive. | | SharePoint by Site Template (GB) | The top 8 site templates by storage used, across every SharePoint site regardless of workload. | | Largest SharePoint Sites (top 10) | The 10 SharePoint sites using the most storage, excluding internal system sites such as the tenant admin site, search centres and the app catalogue. A **GB** / **%** toggle on the card switches the bars between gigabytes used and each site's share of the tenant's used storage. **%** is greyed out until a tenant storage figure is available. | ## Filters Buttons above the SharePoint Sites table apply common filters in one click: | Filter | Shows | | ----------------------- | -------------------------------------------------------- | | Near quota (≥80%) | Only sites using 80% or more of their allocated storage. | | Has cleanup opportunity | Only sites a cleanup scan has flagged as reclaimable. | | Has file-level archive | Only sites with file-level M365 Archive usage. | | Teams-connected | Only sites connected to a Team. | | SharePoint (non-Teams) | Only sites not connected to a Team. | ## Finding Cleanup Opportunities **Scan cleanup**, at the top of the page beside **Sync usage**, queues a scan of every SharePoint site in the tenant, aside from OneDrive personal sites and a handful of system sites such as the search centre, content type hub and app catalogue. Each site is checked for a large amount of old file versions, a full recycle bin, or a document library that has grown out of proportion to the rest of the site. The scan fills the reclaim columns only, so it is not a substitute for **Sync usage** and refreshes no storage sizes. Progress is shown next to **Cleanup scan**, the page switches to the SharePoint Sites tab, and the table refreshes itself once the scan finishes. {% hint style="info" %} If no cleanup scan has been cached yet, a banner invites you to use **Scan cleanup**. {% endhint %} Once a scan has run, sites with an opportunity show a **Cleanup** value and an estimated reclaim amount in the table, and the summary and chip row above pick up a **Reclaimable (est.)** figure. The table stays sorted by storage used, so sort on **Reclaim (est.)** to bring the largest opportunities to the top. Running **Scan cleanup** (now **Rescan cleanup**) again re-scans every site afresh. Selecting **Cleanup…** on a site, or on a flagged row from the chip row, opens the storage cleanup drawer for that site: * A composition breakdown, estimating how the site's storage divides between current files, previous file versions, and the recycle bin. * A **Versions** tab listing the top libraries by estimated version storage, with a **Configure version cleanup…** button, and the status of any job already running or completed for the site. * A **Recycle** tab summarising the first-stage and second-stage recycle bin, with a button to empty it entirely. {% hint style="info" %} The composition and version figures are estimates, not exact counts, and carry no file names. Reclaimed storage from a version cleanup job may differ from the estimate until the job itself reports how much was released. {% endhint %} Starting a version cleanup job asks for a mode. **Older than X days** removes versions older than a set number of days, on a slider running from 30 to 365 days. **More than X versions** keeps only the newest major versions, with a second slider for how many of those majors keep their minor versions. **Sync policy** trims existing version history to match the site's own version policy, and shows you that policy first so you can see what will be applied. A cleanup job only trims history, it never changes the policy itself: use **Edit Site**, or the SharePoint version control standard, for that. The **Versions** tab needs SharePoint site write access. {% hint style="danger" %} Emptying a recycle bin is permanent and cannot be undone. You choose whether to empty the first stage, the second stage, or both. {% endhint %} The **Recycle** tab needs SharePoint site recycle bin read access to view, and recycle bin write access to empty it. ## Table Details The report is split into two tabs, **SharePoint Sites** and **OneDrive**, each counted in its own tab label. ### SharePoint Sites | Column | Description | | --------------------------------- | ----------------------------------------------------------------------------------------------------------------------------- | | Libraries | The site's top-level document libraries, reached through a **View libraries** button. See [#libraries](#libraries "mention"). | | Display Name | The name of the site. | | Workload | Whether the site is counted as Teams or SharePoint. | | Cleanup | The cleanup signals found for the site, such as old versions or a large recycle bin. Only shown after a cleanup scan. | | Reclaim (est.) | The estimated storage a cleanup would reclaim for the site. Only shown after a cleanup scan. | | Archived File Disk Used Gigabytes | The site's file-level M365 Archive usage. Only shown once archive metrics have been synced. | | File Archive Percent Of Site | Archive usage as a percentage of the site's total storage used. Only shown once archive metrics have been synced. | | Allow File Archive | Whether file-level archiving is allowed on the site. Only shown once archive metrics have been synced. | | Root Web Template | The site's underlying template, for example Group, Team Channel or Communication Site. | | Storage Used In Gigabytes | How much storage the site is using, rounded to two decimal places. | | Storage Allocated In Gigabytes | The storage quota allocated to the site, rounded to two decimal places. | | % of Quota | Storage used as a percentage of the site's allocated storage. | | % of Tenant | Storage used as a percentage of the tenant's overall used storage. | | File Count | The number of files stored across the site. | | Last Activity Date | The last date any activity was recorded on the site. Treated as inactive when blank. | | Owner Principal Name | The user recorded as the site's owner. | | Web Url | The address of the site. | | Report Refresh Date | When the usage figures on this row were last synced. | #### Libraries The **Libraries** column opens a dialog listing the site's top-level document libraries, sorted by storage used. | Column | Description | | --------------------- | ------------------------------------------------------------------------ | | Display Name | The library's name. | | Site Type | The kind of library, for example Document Library or Site Pages. | | File Count | The number of files stored in the library. | | Storage Used In Bytes | How much storage the library is using. | | Version size (est.) | An estimate of the storage taken up by old file versions in the library. | | % of Site | The library's storage as a percentage of the site's total storage used. | | Web Url | The address of the library. | ### OneDrive | Column | Description | | ------------------------------ | --------------------------------------------------------------------------------------- | | Display Name | The name on the OneDrive account. | | Owner Principal Name | The user the OneDrive account belongs to. | | Storage Used In Gigabytes | How much storage the account is using, rounded to two decimal places. | | Storage Allocated In Gigabytes | The storage quota allocated to the account, rounded to two decimal places. | | % of Quota | Storage used as a percentage of the account's allocated storage. | | % of Tenant | Storage used as a percentage of the tenant's overall used storage. | | File Count | The number of files stored in the account. | | Last Activity Date | The last date any activity was recorded on the account. Treated as inactive when blank. | | Web Url | The address of the OneDrive account. | | Report Refresh Date | When the usage figures on this row were last synced. | ## Table Actions ### SharePoint Sites
ActionDescriptionBulk Action Available
Cleanup…Opens the storage cleanup drawer for the site (see Finding Cleanup Opportunities above). Greyed out for system sites and unless you have SharePoint site write access.true
Set quota…Sets the site's storage limit and warning level, in MB, prefilled from the site's current allocation where CIPP has a figure for it. Only takes effect when the tenant uses manual site storage limits. Greyed out for system sites and unless you have SharePoint site write access.true
Open in SharePointOpens the site in a new browser tab.false
Open Storage MetricsOpens the site's classic Storage Metrics page in SharePoint admin, in a new browser tab.false
Open in site browserOpens the site in CIPP's site browser.false
### OneDrive
ActionDescriptionBulk Action Available
Set quota…Sets the account's storage limit and warning level, in MB, prefilled from its current allocation where CIPP has a figure for it. Only takes effect when the tenant uses manual site storage limits. Greyed out unless you have SharePoint site write access.true
Open in OneDriveOpens the account in a new browser tab.false
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