What is the version usage report?
The SharePoint Online version usage report is a CSV document that details the storage space used by each version of a file in a site or library. It provides information such as version ID, size, last modified date and user who modified it.
Why
generate a
version usage report?
- Optimize storage: Over time, successive versions can accumulate and take up a large proportion of SharePoint storage.
- Manage retention policies: displays versions ready for deletion according to retention policy.
- Analyze collaboration habits: the report shows how often documents are modified and by which users.
What does the version usage report look like?
Report generation method :
To start/track the progress of a versioning report job, use the following two commands on the SharePoint Online management console. Similar commands are available for PnP.PowerShell (PowerShell V7 required).
New-SPOSiteFileVersionExpirationReportJob -Identity https://contoso.sharepoint.com/sites/doclib -ReportUrl " https://contoso.sharepoint.com/sites/sites1/reports/MyReports/VersionReport.csv"
Get-SPOSiteFileVersionExpirationReportJobProgress -Identity https://contoso.sharepoint.com/sites/site1 -ReportUrl " https://contoso.sharepoint.com/sites/sites1/reports/MyReports/VersionReport.csv"
Analysis of version usage reports :
An Excel file is provided by Microsoft to analyze our version usage report.
We can quickly visualize the number of versions per file and the number of versions that can be deleted according to our data retention policy.
Analysis of version usage reports :
Microsoft also provides a PowerShell script for analyzing the version usage report, for even greater flexibility.
Our report can be used to gain various insights into the number of existing and expired versions.
It is possible to display the number of file versions for each user, enabling a better understanding of SharePoint usage patterns by collaborators.
Many thanks to Anis Sibachir for writing this blog and sharing his expertise!
