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Report on file and folder sharing in a SharePoint site

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You can create a CSV file of every unique file, user, permission and link on a given SharePoint site or OneDrive. This can help you understand how sharing is being used and if any files or folders are being shared with guests. You must be a site admin to run the report. Note that additional reporting options are available with Microsoft Graph Data Connect.

When you run the report, the CSV file is saved to a location of your choosing on the site. If you don't want site members to see the report, consider creating a folder with different permissions where only site owners can access the report.

To run the report (SharePoint)

  1. Open the site where you want to run the report
  2. On the Settings menu, click Site usage.
  3. In the Shared with external users section, click Run report.
  4. Choose a location to save the report, and then click Save.

To run the report (OneDrive)

  1. From the Microsoft 365 app launcher, select the OneDrive tile.
  2. On the Settings menu, click OneDrive settings.
  3. Click More settings, and then click Run sharing report.
  4. Choose a location to save the report, and then click Save.

The report may take some time to run depending on the size of the site.

When the report is finished running you'll receive an email with a link to the report.

CSV format

For items shared with direct access, the report contains one row for each user / item combination. SharePoint groups are shown in the report, but not individual users inside them.

For items shared with a link, the report contains a row for each signed-in user who has used the link or has been sent the link through the sharing dialog. Links emailed directly that haven't been clicked, and Anyone links aren't included in the report.

The report contains the following columns:

Column Description
Resource Path The relative URL of the item
Item Type The type of item (web, folder, file, etc.)
Permission The permission level the user has on this item
User Name Friendly name of the user or group that has access to this item. If this is a sharing link, the user name is SharingLink
User E-mail The email address of the user who has access to this item. This is blank for SharePoint groups.
User or Group Type The type of user or group: Member (internal), Guest (external), SharePoint group, Security group or Microsoft 365 group. (Note that Member refers to a member in the directory, not a member of the site.)
Link ID The GUID of the sharing link if user name is Sharing Link
Link Type The type of link (Anonymous, Organization, Specific People) if user name is Sharing Link
AccessViaLinkID The Link ID used to access the item if a user's permission to an item is via a link.

Overview of Microsoft Graph Data Connect