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How to Check Your SharePoint Data Volume

Measure SharePoint storage used, available capacity, site count, and site concentration from Microsoft 365 reports.

Verified against official documentationLast checked October 16, 2026
This is a read-only preliminary check.

Do not export, upload, or send business records. Write down only the approximate storage figures you see.

What this platform may hold

Know what you are measuring.

  • Sites and libraries
  • Lists and pages
  • Files and versions
  • Permissions and recycle-bin content
Permissions required

SharePoint administrator or Microsoft 365 reports reader

Use a role that can view SharePoint storage or site-usage reports; site content access is unnecessary.

Start in the source system

Go to admin.microsoft.com and sign in.

Use the authorized role listed above, then keep this Steady Data guide open beside the portal and follow the visual steps below.

Open Microsoft 365 admin center Opens the source system in a new tab. Never share your password with Steady Data.
Official vendor instructions

Want the vendor's full documentation? Open any source below without losing this guide.

Each link opens in a new tab.
Check your data volume

Follow these steps.

Product screens can change. Follow the verified labels and use the linked vendor sources if your layout differs.

01

Open SharePoint storage

Sign in with the authorized role and follow Microsoft 365 admin → Reports → Usage → SharePoint → Storage.

Microsoft 365 adminReportsUsageSharePointStorage
Stay in the read-only summary. Do not download, delete, or open individual records.
SharePoint · original navigation mapStep 1
Open SharePoint storageExample layout
Search settings and reports
Overview
SharePoint storageChoose this
Users and access
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
02

Capture the headline volume

Record organization storage used, available or quota, site count, and refresh date.

SharePoint storageOverview
SharePoint reports can refresh after a delay; preserve the report timestamp.
SharePoint · original navigation mapStep 2
Capture the headline volumeExample layout
Record this figureStorage overviewYour used storage
UsedTotal limit
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
03

Review the breakdown

Review the largest sites by storage and any sites with exceptional version or retention settings.

SharePoint storageDetails
Aggregate totals are enough for the free valuation. Do not submit raw business records.
SharePoint · original navigation mapStep 3
Review the breakdownExample layout
Compare the largest sources
Email or recordsLargest
Files and attachmentsReview
Shared contentReview
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
04

Record scope and history

Write down organization totals, largest sites, automatic or manual quotas, retention context, and date checked.

Your worksheetSharePoint
Storage reports describe current retained state and trends. Versions, recycle bins, and retention policies can add storage.
SharePoint · original navigation mapStep 4
Record scope and historyExample layout
EmailMailbox usage
FilesStorage used
SitesTotal usage
Write down each service separately
Original Steady Data illustration—not a product screenshot. Labels and navigation are based on the official vendor documentation linked below.
Used vs. limit

Record what is used—not just what is available.

Record organization storage used and available, then storage used for the largest sites. Teams files backed by SharePoint are already included.

Historical coverage

Storage size does not equal record age.

Storage reports describe current retained state and trends. Versions, recycle bins, and retention policies can add storage.

Troubleshooting

Common reasons your screen may differ.

Reports disagree+

Keep each report timestamp because refresh delays of one to several days can occur.

Teams is also in scope+

Map each team to its SharePoint site and avoid double counting.

Later-stage process

Prepare or export data only after authorization.

SharePoint data preparation

Later collection should preserve site, library, folder, version, permission, and retention context.

Permissions and safeguardsObtain SharePoint-admin and data-owner approval and define sites, libraries, versions, permissions, and metadata.
1. SharePoint admin2. Active sites3. Select approved site4. Approved migration or collection method

Typical output: CSV for usage inventory; native files and metadata through the approved Microsoft 365 method.

Official sources

Verify the latest vendor guidance.

These official pages were used to verify this guide. Vendor interfaces and permissions can change.