SharePoint Key Terms and Concepts

 

SharePoint offers a wide range of features that can significantly enhance organizational productivity and efficiency. From document libraries and lists to advanced functionalities like Business Connectivity Services and the SharePoint Framework, each term in this glossary is explained in detail to help you grasp its importance and application. Understanding these terms will empower you to make the most of SharePoint’s capabilities, ensuring that your team can collaborate effectively and manage information seamlessly.

In addition to definitions, we have included practical examples for each term to illustrate how these concepts are used in real-world scenarios. This approach ensures that you not only learn the theoretical aspects of SharePoint but also see how they can be applied to solve everyday business challenges. Whether you are setting up a new SharePoint site, managing permissions, or integrating external data, this glossary will be your go-to guide for all things SharePoint.

Explore the glossary to enhance your SharePoint experience and optimize your organization’s workflows. With a better understanding of SharePoint’s features and how to use them, you’ll be able to leverage the platform to its full potential, driving collaboration, efficiency, and innovation within your team.

SharePoint Terminology Guide

App:

An app in SharePoint is a small, purpose-specific application or program that adds new features or functionality to a SharePoint site. These apps can be installed from the SharePoint Store or developed specifically for your needs. They help to customize the SharePoint experience without complex coding.

Example: An app that provides a calendar for booking meeting rooms. Team members can check room availability and reserve rooms directly from the SharePoint site.

 

Archiving:

Archiving in SharePoint refers to moving inactive documents from primary storage to secondary storage for long-term retention, freeing up space and improving system performance.

Example: A company uses SharePoint to manage project files. Older documents that haven’t been accessed in over a year are automatically moved to Azure Blob Storage. This reduces storage costs and maintains easy access to archived documents via stub files left in SharePoint.

 

BCS (Business Connectivity Services):

BCS stands for Business Connectivity Services. It allows SharePoint to connect and interact with external data sources, such as databases or web services, making it possible to display and manipulate external data as if it were native to SharePoint. This integration helps consolidate different data sources into a single interface.

Example: Integrating an external SQL Server database that stores customer information into SharePoint, so employees can view and update customer data directly from a SharePoint list.

 

Check-in/Check-out:

Check-in and check-out are features that help manage document editing by multiple users. When a document is checked out, it is locked for editing by one person, preventing others from making changes simultaneously. Once the editing is complete, the document is checked back in, making the updated version available to others.

Example: Alice checks out a financial report to update quarterly figures. During this time, Bob and Carol can see the report but cannot edit it. When Alice finishes her updates, she checks the report back in, allowing Bob and Carol to make further changes if needed.

 

Column:

A column in SharePoint is a vertical section in a list or library that holds a specific type of information. Columns help organize and categorize data, making it easier to manage and retrieve. Different types of columns can store text, numbers, dates, or even choices from a predefined list.

Example: In a list of company contacts, columns might include “Name,” “Phone Number,” “Email Address,” and “Department.” Each column stores specific information about the contacts.

 

Content Type:

A content type is a reusable collection of settings and metadata that define a specific kind of content in SharePoint. It ensures consistency across similar items by applying the same structure, rules, and behaviors. Content types can include specific columns, workflows, and templates.

Example: A “Project Plan” content type might include columns for “Project Name,” “Start Date,” “End Date,” and “Project Manager.” Any document labeled as a “Project Plan” will follow this structure, making it easier to manage and find project plans across the organization.

 

Custom List:

A custom list is a user-created list in SharePoint designed to store and manage information in a structured format. Users can define the columns and settings according to their needs, making it a flexible tool for various tasks and data types.

Example: A custom list for tracking IT support tickets might include columns for “Ticket ID,” “Issue Description,” “Submitted By,” “Assigned To,” and “Status.” This allows the IT team to keep track of all support requests and their resolution status.

 

Document Library:

A document library in SharePoint is a specialized type of list designed to store and manage files. It supports version control, metadata tagging, and custom views, making it easy to collaborate on and organize documents.

Example: A document library for marketing materials might include folders for “Brochures,” “Presentations,” and “Logos.” Team members can upload new files, check out documents for editing, and track changes through version history.

 

External List:

An external list displays data from an external data source, such as a database or web service, using Business Connectivity Services (BCS). It allows users to view and interact with external data within SharePoint, as if it were part of the SharePoint environment.

Example: An external list showing customer orders from an ERP system. Employees can view order details, update statuses, and add comments directly within SharePoint, without needing to access the ERP system separately.

 

Farm:

A SharePoint farm is a collection of one or more SharePoint servers that work together to provide the SharePoint service. It includes various types of servers, such as web servers, application servers, and database servers, each handling different tasks to ensure the system runs smoothly and can handle large volumes of traffic.

Example: A large organization might have a SharePoint farm with multiple servers to support thousands of employees. The farm ensures high availability and scalability, so users experience fast and reliable access to SharePoint resources.

 

Field:

A field is a single piece of data in a SharePoint list or library, similar to a cell in a spreadsheet. Fields are defined by columns and store specific types of information, such as text, numbers, dates, or choices.

Example: In a project task list, fields might include the task name, due date, and status. Each field corresponds to a specific column, like “Task Name” or “Due Date,” and holds the relevant data for each task.

 

Hub Site:

A hub site in SharePoint is a special type of site that connects and organizes multiple related sites under a common structure. Hub sites provide unified navigation, search, and branding, helping users find content and collaborate across associated sites.

Example: A company might have a hub site for its marketing department, connecting sites for social media, content creation, and campaign management. The hub site provides a centralized navigation menu and search feature, making it easy for team members to find and access resources across all marketing sites.

 

InfoPath:

InfoPath is a Microsoft application used to design, distribute, fill, and submit electronic forms with structured data. InfoPath forms can be integrated into SharePoint to facilitate data entry and workflow automation, allowing users to collect and manage information efficiently.

Example: An employee expense report form created in InfoPath can be embedded in a SharePoint site. Employees fill out the form to submit their expenses, and the data is automatically routed for approval and processing.

 

List:

A list in SharePoint is a collection of data organized into rows and columns, similar to a table in a database. Lists can store various types of information, such as tasks, contacts, or events, and support features like sorting, filtering, and grouping to improve data management and retrieval.

Example: A list for tracking employee onboarding tasks might include columns for task description, assigned to, due date, and completion status. This helps HR manage and monitor the onboarding process for new hires.

 

Lookup Column:

A lookup column is a type of column in a SharePoint list that retrieves data from another list. It allows users to create relationships between lists, making it possible to reference data from one list in another.

Example: In a project task list, a lookup column might be used to select a project name from a separate project list. This creates a relationship between tasks and their associated projects, making it easier to manage and report on project activities.

 

Master Page:

A master page in SharePoint is a template that defines the overall layout and design of a site. It ensures a consistent look and feel across all pages by controlling elements such as the header, footer, and navigation menus. Custom master pages can be created to match an organization’s branding and design standards.

Example: A company might create a custom master page to include its logo, corporate colors, and navigation links in the header and footer. This ensures all SharePoint pages adhere to the company’s branding guidelines.

 

Metadata:

Metadata is data that provides information about other data, such as the author, date created, and keywords. In SharePoint, metadata helps organize, find, and manage documents by enabling advanced search, filtering, and sorting capabilities. Users can tag documents with relevant metadata to improve content discoverability and management.

Example: A document library for research papers might include metadata fields for “Author,” “Publication Date,” “Keywords,” and “Department.” This makes it easy to search for papers by specific criteria, such as all papers written by a particular author.

 

My Site:

My Site is a personal SharePoint site for individual users that provides features like personal storage, social networking, and a personalized newsfeed. It allows users to store and manage their own documents, share information with colleagues, and track activities and updates.

Example: John uses his My Site to store personal documents, such as project notes and drafts. He also follows his colleagues’ updates and shares links to interesting articles with his team through his newsfeed.

 

Navigation:

Navigation in SharePoint refers to the set of links and menus that allow users to move around a site. Effective navigation improves usability and access to content, helping users find information quickly and efficiently. SharePoint supports various navigation elements, including top navigation, quick launch, and breadcrumb trails.

Example: A SharePoint site for a sales team might have a top navigation bar with links to “Home,” “Leads,” “Opportunities,” “Reports,” and “Resources.” This helps team members easily find and access the information they need.

 

Office 365 Group:

An Office 365 Group is a shared workspace in Office 365 that includes a group mailbox, calendar, document library, OneNote notebook, and other collaboration tools. Office 365 Groups facilitate team collaboration by providing integrated tools for communication, file sharing, and task management.

Example: A project team creates an Office 365 Group for a new product launch. The group includes a shared mailbox for team emails, a calendar for scheduling meetings, a document library for storing project files, and a OneNote notebook for taking meeting notes.

 

OneDrive:

OneDrive is Microsoft’s cloud storage service that integrates with SharePoint for file storage and sharing. It allows users to store and protect files, share them with others, and access them from anywhere on all devices. OneDrive provides personal storage for users, while also enabling collaboration through shared libraries in SharePoint.

Example: Mary uses OneDrive to store her work documents. She shares a project folder with her team, allowing them to collaborate on documents and presentations. The shared folder is also accessible from the team’s SharePoint site.

 

Permissions:

Permissions in SharePoint are the set of rules that control what users can and cannot do on a site. Permissions can be set at the site, library, folder, or item level, allowing for granular control over access and actions. SharePoint supports role-based permissions, enabling administrators to assign predefined roles such as “Owner,” “Member,” and “Visitor” to users and groups.

Example: In a document library, an administrator grants “Read” permissions to visitors, “Contribute” permissions to members, and “Full Control” permissions to owners. This ensures that visitors can only view documents, members can add and edit documents, and owners can manage library settings.

 

Search:

Search functionality in SharePoint allows users to find content across sites and libraries. Search results can be customized with filters, refiners, and search scopes, helping users locate relevant information quickly. SharePoint search supports advanced features like content indexing, query suggestions, and result ranking to improve search accuracy and efficiency.

Example: A user types “annual report” into the SharePoint search bar and receives a list of all documents containing that term. They can filter results by date, author, or document type to find the specific report they need.

 

Site:

A site in SharePoint is a container that holds lists, libraries, pages, and other content. Sites can be created for different purposes, such as team collaboration, document management, or publishing. Sites provide a structured environment for organizing and managing content, supporting features like workflows, permissions, and branding.

Example: A department site for the HR team includes document libraries for employee policies, lists for tracking training sessions, and pages for sharing company news and announcements.

 

Site Collection:

A site collection in SharePoint is a group of sites that share common features, such as content types, templates, and permissions. A site collection includes a top-level site and any subsites below it, allowing for hierarchical organization and management of content. Site collections enable centralized administration and governance of related sites.

Example: A company might have a site collection for its intranet, with the main site serving as the home page and subsites for each department, such as HR, IT, and Finance. Each subsite inherits permissions and settings from the top-level site but can also have its own unique content and structure.

 

Site Template:

A site template is a pre-defined configuration of a SharePoint site that includes specific lists, libraries, and settings. Site templates can be used to create new sites with a consistent structure, saving time and ensuring uniformity. SharePoint includes built-in site templates for common scenarios, such as team sites, project sites, and publishing sites.

Example: A project site template might include a task list, document library, and calendar, providing a standardized setup for managing new projects. When a new project starts, the team can quickly create a site using this template.

 

SPFx (SharePoint Framework):

The SharePoint Framework (SPFx) is a page and web part model that provides full support for client-side development, integration with SharePoint data, and support for open-source tools. SPFx enables developers to create responsive and dynamic web parts and extensions using modern web technologies. It enhances the customization and extensibility of SharePoint, allowing for rich and interactive user experiences.

Example: A developer creates a custom SPFx web part that displays a real-time dashboard of sales data, integrating with external APIs and SharePoint lists. The web part can be added to any SharePoint page, providing interactive and visually appealing data insights.

 

Team Site:

A team site in SharePoint is designed for team collaboration, providing tools for document sharing, task management, and communication. Team sites include features like document libraries, calendars, and discussion boards, enabling teams to work together effectively. Team sites can be customized to meet specific team needs and integrated with other Office 365 services.

Example: A sales team uses a team site to store client proposals, track sales leads, and schedule meetings. The site includes a document library for shared files, a calendar for team events, and a task list for tracking sales activities.

 

Term Store:

The Term Store is a feature in SharePoint that allows you to manage metadata and taxonomies centrally. Terms can be used to tag and categorize content across sites, improving consistency and searchability. The Term Store supports hierarchical term sets, synonyms, and multi-language support, facilitating effective metadata management.

Example: A company uses the Term Store to manage a taxonomy of product categories. Documents in the product library are tagged with terms like “Electronics,” “Home Appliances,” and “Furniture,” making it easy to organize and search for documents by category.

 

Version Control:

Version control is a system in SharePoint that records changes to a file or set of files over time so that you can recall specific versions later. Version control helps track document history and manage edits by multiple users, providing a clear audit trail. SharePoint supports major and minor versioning, allowing for detailed tracking of changes and approvals.

Example: A marketing team uses version control for their campaign plans. Each time a plan is edited, a new version is saved. If the team needs to revert to a previous version or see who made specific changes, they can access the version history.

 

Web Part:

A web part is a modular unit of information that can be added to a SharePoint page. Web parts can display data, provide interactivity, and integrate with other systems. Examples of web parts include document libraries, lists, image galleries, and embedded videos. Web parts enable users to create dynamic and customizable pages, enhancing the functionality and user experience of SharePoint sites.

Example: A company homepage might include a news web part to display recent announcements, a calendar web part to show upcoming events, and a document library web part to provide quick access to important documents.

Workflow:

A workflow in SharePoint is a sequence of automated steps that perform specific actions, such as approving a document or sending an email. Workflows help streamline business processes and ensure consistency by automating repetitive tasks. SharePoint includes built-in workflows for common scenarios, such as document approval, feedback collection, and task management. Custom workflows can also be created using tools like Microsoft Power Automate.

Example: An expense report approval workflow automatically routes submitted reports to the appropriate managers for approval. Once approved, the workflow sends the report to the finance department for processing and notifies the employee of the approval status.

 

Zone:

A zone is a section of a SharePoint page layout that can hold web parts. Zones help organize and arrange content on a page, allowing for flexible and responsive design. Zones enable users to customize the layout and presentation of information, enhancing the visual appeal and usability of SharePoint pages.

Example: A team site homepage might be divided into zones for announcements, quick links, and a document library. Each zone contains web parts that display relevant content, making it easy for team members to find and access information.

Key Takeaways

Topic	Key Takeaway
Understanding SharePoint Online Storage Limits	Be aware of tenant, site collection, and team site storage limits and how storage is calculated.
Identifying Your Storage Needs	Regularly analyse storage usage, review document versions, assess inactive sites, and plan for future growth.
Optimising SharePoint Online Storage	Enable versioning limits, delete inactive sites, archive old data, and clean up the recycle bin.
Reducing Storage with Squirrel	Use Squirrel to automate archiving, leverage cost-effective Azure Blob Storage, and maintain seamless access to archived documents.
Purchasing Additional Storage	Understand the options for per user and per site collection storage purchases and associated costs.
Alternative Storage Solutions	Consider OneDrive for Business for personal storage and Azure Blob Storage for long-term archival needs.

Understanding SharePoint Online Storage Limits

SharePoint Online imposes different types of storage quotas based on your subscription plan. These quotas can be divided into three main categories:

• Tenant Storage: This is the total storage available for your entire SharePoint Online environment. For example, Office 365 Enterprise E3 plans come with a base storage of 1 TB plus an additional 10 GB per licensed user. This storage is shared across all site collections within the tenant.
• Site Collection Storage: Each site collection within your SharePoint Online tenant has its own storage limit. For instance, by default, a site collection can have up to 25 TB of storage. However, you can allocate storage manually within the total available tenant storage.
• Team Site Storage: Team sites, created for collaboration within groups or projects, also have storage limits. Each team site created in Microsoft 365 Groups or Teams is a part of a site collection that falls under the overall storage limits of the tenant. 

Storage in SharePoint Online is calculated by considering all elements stored within the site, including:

• Document Versions: SharePoint retains multiple versions of a document to track changes over time. Each version consumes storage space.
• Metadata: Information about documents and list items, such as titles, authors, and timestamps, also contributes to the storage used.
• File Contents: The actual content of the documents and files stored within SharePoint.

Understanding these quotas and how storage is calculated is crucial for effective storage management.

Identifying Your Storage Needs

Assessing your current storage usage is the first step toward effective storage management. Here are some detailed tips to help you evaluate your storage needs:

Analyse Storage Consumption:

• Navigate to the SharePoint admin center.
• Go to the “Sites” section and select “Active sites.”
• Here, you can view the storage usage for each site collection. Click on individual sites to get more detailed information about storage consumption.

Evaluate Document Versions:

• In your SharePoint Online library, click on “Library Settings.”
• Under “General Settings,” select “Versioning settings.”
• Review the number of versions retained for documents. Consider setting limits on the number of major and minor versions to save space.

Review Inactive Sites:

• Identify sites that have not been accessed or updated recently.
• Use SharePoint’s audit logs to review site activity. Navigate to the Security & Compliance Center, and go to “Search & investigation” > “Audit log search.”
• Search for activity on specific sites or site collections. Consider archiving or deleting sites with minimal activity.

Determine Future Needs:

• Assess the number of users and their roles within the organisation.
• valuate the types of files stored, such as large multimedia files, which consume more space.
• Project future growth by considering upcoming projects, team expansions, or increased data collection needs.

Optimising SharePoint Online Storage

Reducing storage consumption without purchasing additional space can be achieved through several strategies:

Enabling Versioning Settings:

• Access your SharePoint Online document library.
• Go to “Library Settings” > “Versioning settings.”
• Set the “Document Version History” to retain only a specific number of versions (e.g., 10 major versions).
• This will help limit the number of versions saved and reduce storage usage.

Deleting Inactive Sites:

• In the SharePoint admin center, go to “Sites” > “Active sites.”
• Identify inactive sites and review their content to ensure no critical information is lost.
• Select the inactive site and choose “Delete” from the options. Confirm the deletion to free up storage space.

Archiving Old Data:

• Identify documents and data that are no longer actively used but need to be retained for compliance or historical purposes.
• Create an archive library within SharePoint or use a third-party tool like Squirrel to move these documents to cheaper storage options, such as Azure Blob Storage.
• Ensure that archived data remains accessible through SharePoint for easy retrieval when needed.

Cleaning Up Recycle Bin:

• Go to the “Site Collection Administration” section of your SharePoint Online site.
• Click on “Recycle Bin” to view deleted items.
• Permanently delete items from the recycle bin to free up storage space.

Reducing SharePoint Online Storage with Squirrel

Squirrel offers a unique solution for optimising SharePoint Online storage by automatically archiving documents to Azure Blob Storage. Here’s how Squirrel can help:

• Automated Archiving: Squirrel moves documents based on lifecycle policies, reducing the active storage load in SharePoint. You can set policies to archive files that haven’t been accessed for a specified period, such as one year.
• Cost-Effective Storage: Azure Blob Storage is a cheaper alternative for long-term data retention compared to SharePoint Online storage. Squirrel leverages this cost advantage to provide economical storage solutions.
• Seamless Access: Archived documents remain accessible through SharePoint with a simple rehydration process. Squirrel leaves a stub file in SharePoint using the same file name as the original, allowing users to restore the document with just a click.

By implementing Squirrel, organisations can significantly reduce their SharePoint Online storage needs while maintaining easy access to archived documents.

Purchasing Additional SharePoint Online Storage

When optimising storage is not enough, purchasing additional storage becomes necessary. SharePoint Online offers different options for this:

Per User Storage:

• Microsoft offers additional storage based on the number of licensed users.
• To purchase additional storage, go to the Microsoft 365 admin center.
• Navigate to “Billing” > “Purchase services” and select “Add-ons.”
• Choose the “Additional SharePoint Online storage” option and specify the amount of additional storage needed.
• Complete the purchase, and the additional storage will be added to your tenant.

Per Site Collection Storage: 

• You can allocate additional storage to specific site collections from the SharePoint admin center.
• Go to “Sites” > “Active sites” and select the site collection you want to allocate more storage to.
• Click on “Storage” and specify the new storage limit for the site collection.
• Confirm the changes to allocate the additional storage.

Understanding the costs associated with these options is crucial for budget planning. Microsoft provides detailed pricing information, so be sure to review the latest pricing to make informed decisions.

Alternatives to SharePoint Online Storage

In addition to purchasing more storage, consider these alternative solutions: 

OneDrive for Business: 

• Ideal for personal file storage and sharing. Each user gets a significant amount of storage space, which can offload some of the storage burden from SharePoint Online.
• Encourage users to store personal and project-related files in their OneDrive for Business accounts rather than in SharePoint libraries.

Azure Blob Storage: 

• Suitable for long-term archival and large-scale data storage. It offers flexible pricing and scalability, making it an excellent option for organisations with extensive data storage needs.
• Use tools like Squirrel to automate the process of moving older or less frequently accessed data to Azure Blob Storage.

Each alternative comes with its own set of pros and cons, making it important to choose the one that best fits your organisation’s needs. For instance, while OneDrive for Business is great for individual storage, Azure Blob Storage provides a cost-effective solution for archiving large amounts of data.

Conclusion

Increasing SharePoint Online storage requires a multifaceted approach, from understanding storage limits and assessing needs to optimising existing storage and considering additional or alternative storage options. Implementing best practices for storage management and leveraging tools like Squirrel can help manage your storage effectively.

SharePoint Storage Increase FAQs

What are the default storage limits for SharePoint Online?

By default, Office 365 Enterprise E3 plans come with 1 TB of base storage plus an additional 10 GB per licensed user. Individual site collections can have up to 25 TB of storage.

How can I check my current SharePoint Online storage usage?

Navigate to the SharePoint admin center, go to the “Sites” section, and select “Active sites” to view storage usage for each site collection.

What happens when I reach my SharePoint Online storage limit?

Once the storage limit is reached, users will be unable to upload new files or create new items until additional storage is purchased or existing content is managed to free up space.

How can I limit the number of document versions in SharePoint Online?

In the document library settings, go to “Library Settings,” then “Versioning settings,” and configure the number of major and minor versions to retain.

What is Squirrel, and how does it help with SharePoint storage?

Squirrel is a tool that automates the archiving of SharePoint Online documents to Azure Blob Storage based on lifecycle policies, reducing the active storage load.

How do I purchase additional SharePoint Online storage?

Go to the Microsoft 365 admin center, navigate to “Billing,” then “Purchase services,” and select “Add-ons” to purchase additional SharePoint Online storage.

Can I recover deleted items from the SharePoint Online recycle bin?

Yes, items in the recycle bin can be restored. However, they still consume storage until permanently deleted.

What are the benefits of using Azure Blob Storage for archiving?

Azure Blob Storage offers cost-effective, scalable, and secure storage for long-term data retention, reducing the need for additional SharePoint Online storage.

How does OneDrive for Business help with SharePoint storage management?

OneDrive for Business provides significant personal storage for each user, which can offload some storage burden from SharePoint Online.

What should I consider when planning future SharePoint Online storage needs?

Consider the number of users, types of files stored, expected data growth, and upcoming projects or team expansions to effectively plan for future storage needs.

Key Takeaways

Key Takeaway	Description
Effective Storage Management	SharePoint Storage Explorer helps monitor and report on document library sizes and file counts, aiding in effective storage management.
Regular Monitoring	Regularly generate and review reports to stay proactive in managing your SharePoint environment.
Automated Archiving	Use Squirrel to automate the archiving of old and unused documents, reducing storage costs.
Security and Accessibility	Squirrel ensures data security with encryption and maintains easy access to archived documents.
Integration and Customization	SharePoint Storage Explorer offers custom reports and integrates with other tools for a tailored document management solution.
Cost Efficiency	Squirrel moves documents to cheaper Azure Blob Storage, helping manage storage costs effectively.
User Training	Educate users on best practices for document management to prevent storage bloat.
Advanced Features	Utilize SharePoint Storage Explorer advanced features like automation and integration for enhanced management capabilities.
Seamless Experience	Combining SharePoint Storage Explorer and Squirrel provides a seamless experience for monitoring and archiving SharePoint documents.
Comprehensive Solution	Together, SharePoint Storage Explorer and Squirrel offer a holistic approach to managing and optimizing SharePoint storage.

Why SharePoint Document Library Reports Matter

Before we dive into the how-to, let’s take a moment to understand why these reports are crucial. Document library size and file count reports provide insights that are essential for:

• Storage Management: Identifying large libraries and planning storage capacity.
• Performance Optimization: Ensuring that no single library becomes a performance bottleneck.
• Cost Control: Managing storage costs by keeping an eye on growing libraries.
• Compliance and Auditing: Keeping detailed records of your data for compliance purposes.

With these benefits in mind, let’s get started with generating these vital reports using SharePoint Storage Explorer.

Step 1: Download SharePoint Storage Explorer

The first step in leveraging the power of our FREE TOOL, SharePoint Storage Explorer is to download and install the software. Head over to the SmiKar website and download the latest version of SharePoint Storage Explorer. The installation wizard will guide you through the setup process. Here are some tips to ensure a smooth installation:

• Permissions: You may need administrative rights to install SharePoint Storager Explorer on your computer.
• SharePoint Permissions: During installation of SharePoint Storage Explorer, it will prompt you for your Azure AD credentials, your Microsoft SharePoint Admin URL (Tenant URL) and will create a SharePoint APPID to access your SharePoint Online sites.

Step 2: Install SharePoint Storage Explorer

Upon launching SharePoint Storager Explorer, you’ll be prompted to connect to your SharePoint site. This step is crucial as it establishes the link between SharePoint Storager Explorer and your SharePoint environment. Here’s a detailed walkthrough:

• Site URL: Enter the URL of your SharePoint site. This could be a specific site collection or your root site, depending on your needs.
• Authentication: SharePoint Storager Explorer supports modern authentication methods, ensuring your connection is secure. You will need to use Azure AD credentials to authenticate against your SharePoint environment.
• Credentials: Enter your login credentials. If your SharePoint site uses multi-factor authentication, follow the prompts to complete the login process.

FAQ	Key Takeaway

1. What is SharePoint Storage Explorer (SSE)?

SharePoint Storage Explore is a tool by SmiKar that helps you manage and report on your SharePoint storage, including document library sizes and file counts.

2. How do I connect SSE to my SharePoint site?

Enter your SharePoint site URL and login credentials in SharePoint Storage Explore . It supports modern authentication methods for secure connections.

3. What types of reports can SSE generate?

SharePoint Storage Explore can generate various reports, including document library sizes, file counts, and more.

4. How long does it take to generate a report in SSE?

The time varies depending on the size of your SharePoint environment. Typically, it takes a few minutes.

5. Can I export reports from SSE?

Yes, you can export reports in formats like CSV and Excel for further analysis and record-keeping.

6. What is Squirrel, and how does it relate to SSE?

Squirrel is an automated document archiving solution for SharePoint Online. It complements SharePoint Storage Explore by providing archiving capabilities based on lifecycle policies.

7. How does Squirrel handle archived documents?

Squirrel moves documents to Azure Blob Storage and leaves a stub file in SharePoint. Users can rehydrate the data with a click.

8. What are the benefits of using Squirrel for archiving?

Squirrel helps reduce storage costs, ensures data security with encryption, and provides seamless access to archived documents.

9. Can SSE and Squirrel be used together?

Yes, combining SharePoint Storage Explore for reporting and Squirrel for archiving offers a comprehensive solution for SharePoint management.

10. Where can I download SSE and Squirrel?

Both tools are available for download on the SmiKar website.

SharePoint Manual vs Automated Archiving: What’s Best for Your Organization?

Archiving in SharePoint Online is essential for performance, compliance, and cost control. But should your organization rely on manual processes, or shift to an automated solution like Squirrel? In this guide, we break down both approaches and show you how to modernize your document management strategy.

What Is Archiving in SharePoint Online?

Archiving is the process of moving inactive documents from SharePoint’s primary libraries to a secondary storage system, such as Azure Blob. It improves performance, reduces costs, and helps ensure compliance. Archived documents are typically less accessed, but still important to retain.

Manual Archiving: What’s Involved?

• Identifying documents manually: Users or admins comb through libraries to flag old or inactive files.
• Moving files: Files are copied or moved into separate folders or exported from SharePoint manually.
• Updating metadata: Information about each document’s location, archive status, or retention period must be logged.
• Monitoring: Ongoing tracking of archive locations and access logs is often required.

Challenges of Manual Archiving

• Time-consuming and labor-intensive
• Prone to human error
• Inconsistent across departments or teams
• Difficult to enforce compliance uniformly

Automated Archiving with Squirrel

Squirrel is a SharePoint-integrated solution that automates the archiving of old or unused documents. It works in the background based on rules you define, moving files to cost-effective Azure Blob Storage while preserving user access.

Key Features

• Lifecycle Policies: Define criteria for archiving (e.g. last opened date, age, document type).
• Automated Archival: Files are moved automatically without user input.
• Stub Files: Archived files leave behind a clickable link in SharePoint for instant retrieval.
• Encryption: Files are encrypted at rest and in transit for secure compliance.
• Reporting: View audit logs and storage usage reports in real time.

Manual vs Automated: Head-to-Head

Aspect	Manual Archiving	Automated with Squirrel
Time Required	High – manual review and archiving	Low – fully automated process
Error Risk	High – human mistakes likely	Minimal – consistent rules and logic
Compliance	Manual enforcement of rules	Built-in policies and audit logs
Cost Control	Dependent on user discipline	Automatically moves to low-cost storage

Conclusion

Manual archiving may work for small teams, but it’s slow, error-prone, and hard to scale. Automated solutions like Squirrel streamline the process, ensure consistency, and offer measurable cost savings.

If your organization is looking to modernize its SharePoint archiving process and control storage growth, Squirrel offers a seamless, secure, and scalable solution.

Mastering SharePoint Online

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Key Takeaway	Description

Improved Storage Management

Identify and optimize large or underutilized files to free up storage space and enhance efficiency.

Enhanced Compliance

Generate detailed reports to ensure adherence to data regulations and industry standards.

Informed Decision-Making

Utilize data-driven insights from detailed reports for better document management strategies.

Advanced Reporting Features

Access a comprehensive suite of reports, including site sizes, file counts, and storage consumption.

Customizable Search and Analytics

Tailor search functionalities and transform raw data into visual insights with charts and graphs.

Proactive Issue Resolution

Identify and address potential issues before they become significant problems.

Enhanced Collaboration

Improve team collaboration by analyzing document usage and access patterns.

Streamlined User Interface

Easy installation and navigation, with user-friendly report generation and review.

Understanding Document Library Reporting

What is Document Library Reporting?

Document library reporting involves generating detailed reports on the contents and usage of document libraries in SharePoint. These reports provide insights into storage usage, document activity, and user interactions, helping organizations optimize their document management strategies. Regular reporting ensures data integrity, regulatory compliance, and efficient storage management.

Benefits of Regular Reporting

• Improved Storage Management: Identifying large or underutilized files for optimization.
• Enhanced Compliance: Ensuring adherence to data regulations with detailed reports.
• Informed Decision-Making: Data-driven insights for better document management.

Features of SharePoint Storage Explorer for Document Reporting

Detailed Insights SharePoint Storage Explorer offers a comprehensive ‘Document Library View’ feature, providing an in-depth look at each library’s storage usage, file composition, and user activity. This feature is crucial for understanding how space is utilized and identifying areas that need attention.

Advanced Reporting Suite The tool’s advanced reporting suite includes various types of reports such as site sizes, file counts, and storage consumption. These reports are designed to be user-friendly and provide a thorough analysis, making it easier to manage SharePoint storage.

Charts and Analytics Transforming raw data into visual insights is one of the key strengths of SharePoint Storage Explorer. It offers charts and graphs, such as the Top 10 Sites by Size and the Top 5 File Types by Storage Consumption, helping users quickly grasp important information and make informed decisions.

Practical Applications

Optimizing Storage Management With the detailed insights and reports generated by SharePoint Storage Explorer, you can easily identify large files that are taking up excessive storage space. This allows you to make informed decisions about archiving, deleting, or relocating these files to optimize storage usage. Additionally, the tool helps in spotting underutilized content that can be archived or removed to free up space and improve overall efficiency.

Ensuring Compliance Compliance with data regulations is a critical aspect of document management. SharePoint Storage Explorer aids in ensuring compliance by providing detailed reports that highlight areas where your document management practices may fall short. You can customize these reports to meet specific regulatory requirements, making it easier to stay compliant with industry standards and legal obligations.

Improving Search and Retrieval Efficient search and retrieval of archived documents are essential for productivity. SharePoint Storage Explorer’s customization options for search functionalities enable you to tailor the search experience to your organization’s needs. This ensures that users can quickly find and access the documents they need, improving overall efficiency and reducing the time spent on searching for information.

Getting Started with SharePoint Storage Explorer

Installation and Setup Getting started with SharePoint Storage Explorer is straightforward. Begin by downloading the tool from the SmiKar website. Follow the installation instructions provided, and configure the tool to connect with your SharePoint Online environment. The user-friendly interface and intuitive setup process ensure that you can start generating reports and gaining insights without any hassle.

User Guide Once installed, familiarize yourself with the SharePoint Storage Explorer interface. The tool provides easy navigation through various features and functionalities. To access and generate reports, follow these simple steps:

1. Open the SharePoint Storage Explorer application.
2. Navigate to the ‘Reports’ section.
3. Select the type of report you wish to generate (e.g., site sizes, file counts, storage consumption).
4. Customize the report parameters to suit your needs.
5. Generate and review the report, and utilize the insights for optimizing your document management strategies.

For more details about SharePoint Storage Explorer, visit SmiKar.

Conclusion

Summary of Benefits

SharePoint Storage Explorer significantly enhances document library reporting in SharePoint Online. Its detailed insights, advanced reporting suite, and customizable features provide organizations with the tools they need to optimize storage, ensure compliance, and improve overall efficiency. Whether you are managing a small team or a large enterprise, SharePoint Storage Explorer offers valuable solutions for effective document management.

What is SharePoint Storage Explorer?
SharePoint Storage Explorer is a tool designed to provide detailed insights and reporting capabilities for managing document libraries in SharePoint Online.

How do I install SharePoint Storage Explorer?

You can download SharePoint Storage Explorer from the SmiKar website and follow the installation instructions provided.

What types of reports can I generate with SharePoint Storage Explorer?

The tool offers reports on site sizes, file counts, storage consumption, user activity, and more.

What is Squirrel, and how does it help with document archiving?

Squirrel is a tool designed to streamline the archiving process in SharePoint Online. It helps efficiently manage storage, reduce costs, and automate various archiving tasks, making it easy to implement and use.

How can Squirrel reduce SharePoint costs?

Squirrel optimizes storage management by identifying large or unused files for archiving or deletion. This reduces storage expenses and improves overall efficiency.

Is Squirrel easy to implement in SharePoint Online?

Yes, Squirrel is designed to be user-friendly and easy to implement. It integrates seamlessly with SharePoint Online, allowing you to quickly start optimizing your document archiving processes.

Can Squirrel automate the archiving process?

Absolutely. Squirrel automates many aspects of the archiving process, such as applying retention policies and managing metadata, to ensure efficient and compliant document management.

How does Squirrel help with compliance?
Squirrel provides detailed reports and automation features that help ensure your document management practices meet regulatory requirements, making compliance easier to achieve.