Sharing Reports for SharePoint Online

Some SharePoint Online sites are easy to manage when it comes to permissions (especially if there’s no unique permissions on the site). But attempting to find a single place where you can review all the permissions of everything on your site was difficult… until now. If you’re a Site Administrator for a given site, you can use the new Sharing Report to create a spreadsheet of all the permissions on all the items in the site. Here’s how it works and looks…

To run the report (remember, you must be a Site Administrator to do this), go to Site Contents and click on the Site Usage option:

Machine generated alternative text:
Not following 
P Search 
Contents 
Name 
SharePoint Migration 
New 
Subsites 
Type 
14 Share 
AR Access requests 
{fif Site usage 
Items 
Site workflows Site settings Recycle bin (O) 
Modified

Scroll to the bottom of the screen and click on the Run Report option. Please note that the report will show *all* permissions, not just external permissions as the screen seems to indicate:

Machine generated alternative text:
Shared with external users 
Run report 
This site has no shared files or folders that 
people outside your organization have 
accessed

Select the folder in the designated library where the permission spreadsheet will be stored, and click Save. In this example, it will be stored in the Documents library within the Reports folder:

Machine generated alternative text:
Documents 
Choose a destination to save this 
report 
e 
e 
Il Name 
Reports 
SP Modernization Scanne 
SPO PHI AD Spreadsheet: 
Cancel

Here’s what the spreadsheet name looks like after the report has been run:

Machine generated alternative text:
SharePoint Migration 
Quick edit 
Share 
Not following 
All Documents* v 
p Search Documents 
Documents > Reports 
n Name 
T Upload 
14 
Y 
14 Share 
Guidan 
n Modified 
December g, 
December 7, 
December 7, 
2019 
2019 
2019 
O 
I Modified By 
Duff, Thomas 
Mahan, Sandra 
Mahan, Sandra 
Duff, Thomas 
spo Flow Admin 
Guidance Page Type 
Bacon Presentation-Monday.docx 
Cupcake Report.docx 
image001 .png 
SharePoint Migration_2020-3-23-13-59-54 1.csv 
Vegetable Leadership.docx 
39 minutes ago 
December 9, 2019

The report creates at least one entry for each list/library/item, and it lists the Resource Path, Item Type, Permission, User Name, User Email, User Or Group Type, Link ID, Link Type, and Access Via Link ID. The items highlighted in yellow are overall permissions for a list/library, and the rows highlighted in green show permissions for a list item, both for standard permissions and for permissions given via a sharing link:

Machine generated alternative text:
Resource Path 
37 
38 
39 
40 
41 
42 
43 
44 
45 
46 
47 
48 
49 
l/Shared Documents 
l/Shared Documents 
/Shared Documents 
l/Shared Documents 
/Shared Documents 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
• LLJ/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/Shared Documents/PHl SPO Sites 
and AD Group Process.docx 
/ qhArpH ImpntR/PHI 
SharePoint Migration_2020-3-23- 
Item Typ 
List 
List 
List 
List 
List 
docx 
docx 
docx 
docx 
docx 
docx 
docx 
docx 
docx 
Permission 
Full Control 
Contribute 
Edit 
View Only 
Records Center Web Service 
Full Control 
Read 
Edit 
View Only 
Records Center Web Service 
Submitters 
Read 
Read 
Read 
Read 
User Name 
SPO Migration Owners 
SPO Migration Visitors 
SPO Migration Members 
Excel Services Viewers 
Records Center Web Service Submitters 
SPO Migration Owners 
SPO Migration Visitors 
SPO Migration Members 
Excel Services Viewers 
Records Center Web Service Submitters 
SharingLink 
User Email 
User Or Group Type 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
SharePointGroup 
Internal 
Internal 
Internal 
Link ID 
84ea4e6-832a-4a35- 
b59c-19ab579303e3 
Link Type 
Specific People 
.com 
.com 
AccessViaLinkID 
d84ea4e6-832a-4a35-b59c- 
19ab579303e3 
d84ea4e6-832a-4a35-b59c- 
19ab579303e3 
d84ea4e6-832a-4a35-b59c- 
19ab579303e3

While this spreadsheet could be large for a site that has a lot of unique permissions and link sharing going on, it’s nice to have everything consolidated in a single place that can be analyzed in various ways.

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