Office 365 Reports in the new Admin Center - SharePoint site usage

As an Office 365 admin, the Reports dashboard shows you the activity overview across various Office 365 products in your organization. It enables you to drill in to get more granular insight about the activities specific to each product.  For example, you can get a high level view of the value you are getting from SharePoint in terms of the total number of files that users store in SharePoint Team and Office 365 Group sites, how many files are actively being used, and the storage consumed across all these sites. Then, you can drill into the SharePoint site usage report to understand the trends and per site level details for Team and Group sites.

Note: You must be a global administrator in Office 365 or a SharePoint administrator to see this report.

How to get to the SharePoint site usage report

  1. Sign in to Office 365 with your work or school account.

  2. Go to the Office 365 admin center.

  3. Select Reports from the left menu or click on the Reports widget.

    Check out new Office 365 activity reports
  4. Use the Select a report drop-drop at the top left and select SharePoint site usage.

    Select a report

Interpreting the SharePoint site usage report

SharePoint Site Usage Report

1

The SharePoint Site usage report can be viewed for trends over the last 7 days, 30 days, 90 days, or 180 days.

2

Each report has a date for when this report was generated. The reports usually reflect a 24 to 48 hour latency from time of activity.

Note: At times there may be unpredictable delays in data collection and processing which may delay report generation. The displayed report date is always reflective of the current date for which the system has processed report data. We strive to keep these within 24-48 hours from the time of activity.

3

You can view the report for Group and Team sites, or you can click the drop-down to select Team sites or Group sites. The Group and Team sites report summarizes counts for all Group sites and Team sites together. The Group sites report shows counts for only Group sites, and the Team sites shows counts only for Team sites.

4

The Sites chart shows the number of total and active sites. Any site in which users had viewed, modified, uploaded, downloaded, shared, or synced within the reporting period.

5

The Files chart shows the number of files across all sites and the number of active files. A file is considered active if it has been saved, synced, modified or shared within the specific time period.

Note: A file activity can occur multiple times for a single file, but will count only as one active file. For example, you can save and sync the same file multiple times over a specified time period, but it will count only as one single active file and one single synced file in the data.

6

The Storage chart shows the trend of storage allocated and consumed during the reporting period.

7

You can filter charts you see by clicking on an item in the legend. For example, on the Files chart, click or tap Files or Active Files. On the Sites chart, you can click or tap Total sites or Active sites. On the Storage chart, you can click Storage allocated or Storage consumed. Changing this selection doesn’t change the information in the grid table.

8

The table shows you a breakdown of the activities at the per-site level.

Column options

  • Site URL is the full URL of the site.

  • Site owner is the username of the primary owner of the site.

  • Last activity date (UTC) refers to the date of the last time file activity was detected on the site.

  • Files is the number of files on the site.

  • Active Files is the number of active files on the site. A file is considered active if it has been saved, synced, modified or shared within the specific time period.

    Notes: 

    • A file activity can occur multiple times for a single file, but will count only as one active file. For example, you can save and sync the same file multiple times over a specified time period, but it will count only as one single active file and one single synced file in the data.

    • If files were removed during the specified time period for the report, the number of active files shown in the report may be larger than the current number of files on the site.

  • Storage used (MB) is the amount of storage currently being used on the site.

  • Storage allocated (MB) is the maximum amount of storage allocated for the site.

If your organization's policies prevent you from viewing reports where user information is identifiable, you can change the privacy setting for all these reports. Check out the How do I hide user level details? section in the Activity Reports in the Office 365 Admin Center.

9

Click or tap Manage columns Manage Columns to add or remove columns from the report.

10

You can also export the report data into an Excel .csv file, by clicking or tapping the Export Export link. This exports data for all sites and enables you to do simple sorting and filtering for further analysis. If you have less than 2000 sites, you can sort and filter within the table in the report itself. If you have more than 2000 sites, in order to filter and sort, you will need to export the data.

Note: When the data is exported to an Excel file, note that the date the content report was generated in reflected in the file in the Data as of column.

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