Data guides

SharePoint: see how much data you have, then export it.

Pick a system to see two things: how to check how much data is in it, and how to export a copy. No form, no sign-in.

SharePoint

Files & documents

How to see how much data is in SharePoint

Sign in to the Microsoft 365 admin center with an admin or Reports Reader role
In the navigation menu, select Reports (if you don't see it, select Show all → Reports) → Usage
On the Usage page, under Reports, select SharePoint
On the report page, select the Storage tab
In the Total usage chart, note the total storage used by your tenant

Record storage used, not the storage quota; this tenant total already includes Teams files stored in SharePoint, and per-site figures are on the Site usage tab.

SharePoint’s official instructions

How to get a copy of your SharePoint data

Open the SharePoint site and go to its document library
Tick the circle check box on each file or folder (or the header circle to select all)
Click Download in the top bar
Save the .zip file; repeat for each library or site (limits: 250 GB and 10,000 files per download)

Site content can be exported through the SharePoint admin center or Purview eDiscovery.

Use storage used, not storage allocated, and total only sites that belong to your business.

SharePoint’s official export instructions

These instructions are written by DataFrenzy from each vendor’s public help pages. Menu names can vary by plan and change over time; the official link on each guide is the final word. Screenshots come from each vendor’s own help pages and videos or, where noted, from third-party tutorials credited under the image; dashed outlines are illustrations, not screenshots. Looking up a size or preparing an export never sends anything to DataFrenzy.