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How to Find Large Files in SharePoint & Office 365

Discussion in 'Official Microsoft News' started by Sharegate's Blog, Dec 10, 2015.

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    Power Users and Administrators have the responsibility to know what's happening in their SharePoint & Office 365 environments. Monitoring your tenant should mean keeping an eye not only over the security but also over your structure and content so you can maintain a clean & organized environment.

    Through Sharegate, you can gain actionable insights by running built-in or custom reports to find what content doesn't comply with your policies so you know what's happening within your farms.

    For this article, we'll find large files that don't belong in your SharePoint & Office 365 environments. The "Documents Larger than 50 MB" report allows you to find this kind of Files inside your environments.

    Find Large Files in Your Environment:

    1. In Sharegate, click the Reports Tab on the left.
    2. Select Growth then "Documents larger than 50 MB".[​IMG]
    3. Select one or multiple objects, Site Collections, Sites or Libraries.
    4. Click "Run".
    Why Run the Report


    This report allows you to avoid surprises and save tons of hours cutting through the manual process of drilling down through your farms to find large files in SharePoint & Office 365. Doing this manually is like trying to find a needle in a haystack...

    It allows you to quickly identify, within clicks of a button, which files are taking too much space and should be deleted, or stored outside your SharePoint or Office 365 environments. Of course, you can specify your size threshold.

    Running the report on a regular basis allows you to maintain a clean and storage efficient environment.

    Report Results


    The "Documents Larger than 50 MB" report displays a list of large files in your SharePoint & Office 365 environment, along with their location and size. We can also add custom columns such as "Created By" so we know who created the File.
    [​IMG]

    Here, we can see that the selected Site Collection contains two huge videos taking over 250 MB on the tenant. We know their locations and names as well as who created them. Looks like we're going to have a chat with Simon about those...

    These report results provide actionable insights that help you take better decisions when administrating your settings and complying with your policies. Next, you can go ahead and migrate to another server or archive the documents in a low cost storage.

    As with all of Sharegate's reports, the results can also be exported to Excel.

    Push your investigation a little further


    As we mentioned earlier, Sharegate's extensive reports library helps you highlight potential issues with your Security (such as finding External Users), your Content Lifecycle or with the Size & Growth of your farms and tenants. With over 30 built-in reports, you'll be able to find exactly what you're looking for in your environments.

    If you want to go deeper, you can also create your own Custom Reports.

    Our colleague Benjamin Niaulin, recorded a great video to help you discover Sharegate's full reporting capabilities.

    Be Proactive


    Your SharePoint & Office 365 environments can become messy really fast. Make sure you're able to pro-actively identify problems and come up with a solution. Investigating problems is easier if you know where to go and what to look for. You can save a lot of time by using Sharegate.

    Continue reading...
     
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