Forum Discussion

Copper Contributor

Apr 28, 2023

Solved

SharePoint storage report in Microsoft 365

Hi, We have reached the allowed SharePoint storage for our tenant. Currently we have two options, pay for additional storage (this is NOT the preferred option) or to remove some unused data. In ...

Feb 20, 2024

NicolasKheirallah Thanks for your script, it works; however, there are some modifications that need to be done to make it working under PowerShell 7.4 and using two factor authentication:

#Set Variables
$SiteURL = "https://your_tenant.sharepoint.com/sites/your_team_site"
$LibraryName = "Documents"
$ReportOutput = "C:\Temp\getAllFiles.csv"

#Please note that on my case, the modules: 
#Microsoft.Online.SharePoint.Powershell and
#Microsoft.Online.SharePoint.Powershell didn't get loaded
#automatically, so have to manually import them

#This doesn't seems to work with Powershell 7.4 because it seems
#that this module is not yet compatible. You will get some warnings
#Import-Module Microsoft.Online.SharePoint.Powershell

#This will work with Powershell 7.4, I guess it is using version
#5.1 for the import
Import-Module Microsoft.Online.SharePoint.Powershell -UseWindowsPowerShell

Import-Module PnP.PowerShell

#Connect to SharePoint Online site. Please note that since I'm
#using two factor authentication, Get-Credential won't work, so,
#I used the "Connect-PnPOnline" with the "-Interactive" option,
#then a Window will popup
Connect-PnPOnline -Url $SiteURL -Interactive

$FileData = @()
#Iterate through all files
$ItemCounter = 0 

$ListItems = Get-PnPListItem -List $LibraryName -PageSize 500 -Fields Author, Editor, Created, File_x0020_Type, File_x0020_Size, Versions

Foreach ($Item in $ListItems)
{
  $FileData += New-Object PSObject -Property ([ordered]@{
    Name              = $Item["FileLeafRef"]
    Type              = $Item.FileSystemObjectType
    FileType          = $Item["File_x0020_Type"]
    FileSize =  [Math]::Round(($Item.FieldValues.File_x0020_Size/1KB),2)
    RelativeURL       = $Item["FileRef"]
    CreatedByEmail    = $Item["Author"].Email
    CreatedOn         = $Item["Created"]
    Modified          = $Item["Modified"]
    ModifiedByEmail   = $Item["Editor"].Email
  })
}

$FileData | Export-Csv -Path $ReportOutput -NoTypeInformation -Delimiter ";"

Thanks for the script.

Best regards

Josef

sbammer

Copper Contributor

May 02, 2024

Josef76 my question is how do I modify this script to loop through ALL our SharePoint online sites and get the versioning information. We have 18,000+ SharePoint sites and over 20 million files. Thanks in advance.

Josef76

Copper Contributor

Nov 22, 2024

I don't know if you still need this, but by chance, I was doing a script to delete versions, there I'm also counting the size occupied by them. Here the website I based my script:

https://www.sharepointdiary.com/2018/05/sharepoint-online-delete-version-history-using-pnp-powershell.html#ixzz8sKcVNlfC

The scripts there show how to delete the versions, but you can also use it for just getting the information you are looking for. From the file object, you can get data like:

$file.ServerRelativeUrl -> File location

$item["Author"].Email -> This one is tricky because $file also has a user object, but it is empy

$file.Length

$file.TimeCreated

$file.TimeLastModified

$file.Versions -> This is what you are interested

The version object have this attributes that you may need.

$versions[$i].Created

$versions[$i].Size

On the page, you will see several examples for iterating over the versions; however, there is something not mentioned there: if you make a lot of requests in a minute, then you will be throttled. See:

https://learn.microsoft.com/en-us/sharepoint/dev/general-development/how-to-avoid-getting-throttled-or-blocked-in-sharepoint-online

So, you need to add pauses inside your script. For example for a Microsoft Tenant with less than 1000 licenses, you need to at at least a pause of 50 milliseconds. There you have a limit of 1200 request per minute (60000 milliseconds), so: 60000 / 1200 = 50 milliseconds. I set 55 to be sure. Usually the method "ExcecuteQuery" is the one that silently raises exceptions when overpassing the limits. So, you have to catch the exception and in case that it happens, you need to do a bigger pause, let's say 5 minutes, then call the "Load" methods again. I'm doing a script to delete versions and some times the exceptions comes, but the script continues normally after retrying once.

There is another way of doing it and it is using the SharePoint CSOM Assemblies:

https://www.sharepointdiary.com/2016/02/sharepoint-online-delete-version-history-using-powershell.html

Some people said that those assemblies are even better for larger libraries, but I haven't used them. However, it looks like quite similar.

Best regards

Josef