How to see the size of your SharePoint Document Libraries

With a successful connection, you’ll gain access to the full suite of SharePoint Storage Explorer features.

Step 3: Navigate to the Reports Section

Now that you’re connected, it’s time to explore the Reports section. The SharePoint Storager Explorer interface is designed for ease of use, but here are some navigation tips to help you get acquainted:

• Dashboard: The main dashboard provides an overview of your SharePoint environment. From here, navigate to the Reports section using the menu on the left.
• Reports Menu: The Reports section lists various pre-built reports. Take a moment to familiarize yourself with the options available. Today, we’ll focus on the “Document Library Size including File Count” report.

Step 4: Create the SharePoint Online Report

Simply highlight the “All Document Libraries by Size Including File Count” report, then Right Click the report and choose RUN REPORT.

You will be prompted to save the output somewhere on your local computer. Once saved you can open it up in Microsoft Excel to view the results.

As seen in the above image, you can see each SharePoint Site, how many files are in there as well as the the total size of each of these.

With the report generated, it’s time to dive into the details. Here’s what to look for:

• Large Libraries: Identify libraries with significant sizes. These may need closer attention for potential cleanup or archiving.
• High File Counts: Libraries with a high number of files can impact performance. Consider organizing these libraries more effectively.
• Trends and Patterns: Look for patterns in your data. Are certain types of documents growing faster than others? Use these insights to inform your document management strategy
• Share with Stakeholders: Sharing these reports with your team or stakeholders can foster better decision-making and collaboration.

Tips for Effective Storage Management

Generating reports is just the beginning. Here are some additional tips to help you manage your SharePoint storage effectively:

• Regular Monitoring: Make it a habit to regularly generate and review these reports. Staying proactive helps you catch issues before they become major problems.
• Archiving Strategy: Utilize SmiKar’s Squirrel for archiving old and unused documents. This not only frees up space but also keeps your SharePoint environment clutter-free.
• Cleanup: Identify and delete unnecessary files and libraries. Regular cleanups prevent your storage from becoming unwieldy.
• Version Control: Implement version control policies to limit the number of document versions saved. This can significantly reduce storage usage.
• User Training: Educate your users on best practices for document management. Properly trained users are less likely to contribute to storage bloat.

Introducing SmiKar’s Squirrel

Your Ultimate Archiving Solution

While SharePoint Storage Explorer is an excellent tool for monitoring and reporting, managing your SharePoint storage can sometimes require more robust solutions. This is where SmiKar’s Squirrel comes into play. Squirrel is a powerful automated document archiving solution designed specifically for SharePoint Online.

Here’s why Squirrel is the perfect companion to SharePoint Storage Explorer:

• Automated Archiving: Squirrel automatically archives documents based on lifecycle policies you define. This means less manual intervention and more streamlined storage management.
• Cost-Efficient: By moving older, unused documents to cheaper Azure Blob Storage, Squirrel helps reduce storage costs without compromising on data accessibility.
• Seamless Integration: Squirrel integrates seamlessly with SharePoint, leaving a stub file in place of the archived document. Users can rehydrate data with just a click, ensuring a seamless experience.
• Enhanced Security: Squirrel encrypts all data and ensures security with robust encryption and authentication methods.
• Comprehensive Reporting: Just like SharePoint Storage Explorer, Squirrel provides detailed reports on your archived documents, helping you keep track of your data effortlessly.

By combining the strengths of SharePoint Storage Explorer and Squirrel, you can achieve a holistic approach to managing your SharePoint environment. Regularly monitor your document libraries with SharePoint Storage Explorer and implement an effective archiving strategy with Squirrel to maintain an organized, efficient, and cost-effective SharePoint setup.

Conclusion

Managing document libraries in SharePoint doesn’t have to be a daunting task. With SmiKar’s SharePoint Storage Explorer and Squirrel, you can generate comprehensive reports, streamline your storage, and ensure your environment remains efficient and organized. By following the steps outlined in this guide, you’ll be well on your way to mastering your SharePoint management.

For more tips, tools, and resources to enhance your SharePoint experience, visit SmiKar’s website. And remember, in the world of document management, knowledge is power – and with SharePoint Storage Explorer and Squirrel, that knowledge is just a few clicks away.