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How to Find Office 365 Groups Storage Report

Is your Office 365 group storage spiraling out of control? This is a challenge that many professionals face, and it can severely impact your workflow and productivity. But don't worry – we won't leave you hanging. Follow the strategies below to generate an Office 365 group usage report that will help you streamline Microsoft 365 group storage management.

Native Solution

Microsoft 365 Permission Required

High

Global Admin or a User Summary Reports Reader.

Option 1 Using Microsoft 365 Admin Center

  • Login to the Microsoft 365 admin center.
  • Select the Groups activity section under Reports»Usage»Microsoft 365 Apps.
  • Here, you can find both the SharePoint site and mailbox storage of respective groups on a daily basis under the Storage section.
Using Microsoft 365 Admin Center

Option 2 Using Windows PowerShell

  • Connect to SharePoint Online PowerShell.
  • You can get the storage details of Microsoft 365 groups using the below cmdlets. However, it requires a few lines of code.
    Get-UnifiedGroup
Get-SPOSite

Option 3 Using PowerShell Script

  • As there is no easy way to get the storage occupied by all the Microsoft 365 groups, we have prepared a PowerShell script that will include a combination of various cmdlets to get the Office 365 groups usage report.
  • Download and run the following script in the Administrator PowerShell.
GetOffice365GroupsStorage.ps1
Using PowerShell Script
AdminDroid Solution
More than 150 reports are under free edition.

AdminDroid Permission Required

Delegated

Any user with report access assigned by Super Admin.

StepsUsing AdminDroid

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  • Login to the AdminDroid Office 365 reporter.
  • Navigate to the All Groups report under Reports»General»Office 365 Groups.
  • You can see the storage of groups’ mailbox and site from the Mailbox Storage and Site Storage properties respectively.
Using AdminDroid

Depict the complete list of storage occupied by Microsoft 365 groups, including their sites and mailboxes storage, along with the total item count in the sites and mailboxes.

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  • Use the in-built graphical representation to visually display the SharePoint Online site storage used by each Office 365 group.
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Explore a full range of reporting options

Mastering Microsoft 365 Group Storage Insights!

Don't let your Office 365 groups run out of space! Ensure seamless collaboration by managing the storage used by Microsoft 365 groups with AdminDroid effectively!

Witness the report in action using the

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Important Tips

Review the daily usage of M365 groups and delete unwanted files when the storage consumption is high.

To control storage consumption within Office 365 groups, it's necessary to examine file restoration activities in SharePoint Online and verify the necessity of the restored files.

Ensure regular cleaning of the SharePoint Online recycle bins to maximize storage space and enhance Microsoft 365 groups’ performance.

Azure ADMonitor the Office 365 Group Usage Report to Avoid Storing Data in Unsecured Locations in Microsoft 365

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What happens if the Office 365 groups’ storage becomes full? When will an Microsoft 365 group face storage issues? What is the storage allocated for Office 365 groups? How to set storage quotas for Microsoft 365 groups? How to monitor the storage occupied by Office 365 groups? How to manage Microsoft 365 groups storage productively?

What happens if the Office 365 groups’ storage becomes full?

Office 365 groups' storage allocation empowers users to securely store and share files, fostering seamless collaboration and information exchange. You may face the following issues if the Microsoft 365 groups’ storage is not managed properly.

  • Users will encounter a restriction where they are unable to upload files into the Microsoft 365 groups.
  • Reaching Microsoft 365 group storage limit will make files read-only in SharePoint Online, restricting any further modifications or edits.
  • Users may use personal or unsecured storage locations, which results in potential data breaches and unauthorized access.
  • If it is a mail-enabled group, reaching the Office 365 group storage limit may prevent new emails from being received. Senders will likely receive a notification stating that the “recipient's mailbox is full”.

With AdminDroid, you can check and modify Microsoft 365 group mailbox size, ensuring it aligns with your group’s requirements.

  • Make use of the easy filters functionality to view various storage quotas configured for group mailboxes.
  • Here you can get the entire details of the mailbox size such as prohibit send quota, prohibit send receive quota, archive quota, archive warning quota, issue warning quota, etc.
exchange-mailbox-size

When will an Microsoft 365 group face storage issues?

Microsoft 365 groups may face storage issues under the following conditions,

  • Modifying documents frequently may increase the SharePoint Online version history, which can consume significant storage space over time.
  • If you set up data retention policies for a longer duration, the Office 365 group storage may pile up faster.
  • Not configuring Exchange Online attachment size limit can contribute to a significant increase in Microsoft 365 group mailbox storage.
  • Uploading larger files without compressing can quickly consume the available storage space.
  • If you have auto-archive settings enabled, emails and other content may be moved to an archive mailbox, increasing the overall storage of Office 365 groups.

What is the storage allocated for Office 365 groups?

Office 365 groups' files utilize the storage allocated to their corresponding SharePoint Online site collections. The overall SharePoint storage capacity depends on the number of licensed users within your organization.

  • By default, each Microsoft 365 organization is provided with 1 TB of storage space. Additionally, there is an additional 10 GB of storage allocated per licensed user.
  • You can add more SharePoint storage to your subscription by purchasing the Office 365 extra file storage add-on.
  • The maximum storage capacity you can configure for a site collection is 25 TB.

How to check the available storage space in SharePoint Online?

  • Login to the SharePoint Online admin center.
  • In the upper right corner of the page, you will find the total SharePoint storage space available in your Microsoft 365 environment.
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How to set storage quotas for Microsoft 365 groups?

To prevent the issues faced by storage-exceeded groups in Office 365, you can set up storage quotas for SharePoint sites based on their requirements. To enable manual storage limits,

  • Login to the SharePoint online admin center.
  • Under the Settings tab, select site storage limits and click the Manual option.

Now, you can set up storage quotas for SharePoint sites in the below ways,

  • Using Microsoft 365 Admin Center Navigate to Active teams & groups under Teams & groups. Select the group and click on Edit in Storage Limit option. Enter the desired value in the Maximum storage for this site box and click Save.
  • Using Windows PowerShell Run the below cmdlet to set storage quota in SharePoint Online.
Set-SPOSite -Identity <Site URL> -StorageQuota <value> –StorageQuotaWarningLevel <value>

Here, you can also specify the storage warning quota for the SharePoint sites. You must enter the value in MB.


For Microsoft 365 group mailbox management, run the following PowerShell cmdlet to configure storage quotas for a group mailbox in Exchange Online.

Set-Mailbox -GroupMailbox <Group Display Name> -IssueWarningQuota <value> -ProhibitSendQuota <value> -ProhibitSendReceiveQuota <value> -UseDatabaseQuotaDefaults $false

With AdminDroid, you can create an alert when a SharePoint site storage limit is modified.

  • Follow the steps to create an "Alert" by applying easy filters for the "Site URL" attribute.
  • Pro Tip: By reviewing the Modified Quota Info property, you can determine if the storage quota has been adjusted appropriately based on the requirement of the Microsoft 365 group site.
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How to monitor the storage occupied by Office 365 groups?

To maintain an efficient and productive collaborative working environment, it is imperative for IT administrators to regularly monitor storage used by Office 365 groups. By proactively monitoring and removing unwanted files regularly, admins can optimize storage capacity and enhance Microsoft 365 group mailbox size management. You can get the Office 365 groups storage activity report in below ways:

  • Microsoft 365 Admin Center To find the storage used by Microsoft 365 groups, navigate to the Groups activity report under Reports»Usage»Office 365.
  • Microsoft PowerShell Run the PowerShell script provided to get non-owner mailbox access report in Exchange Online.

As a drawback, you cannot get the exact storage occupied by Office 365 groups through Microsoft 365 admin center. Also, it is impossible to get the complete group storage usage report using a single cmdlet in PowerShell.

With AdminDroid, you can monitor the storage occupied by Microsoft 365 groups and find the groups that are occupying a high amount of storage.

  • Using the sorting functionality, you can arrange the group storage in decreasing order.
  • Pro Tip: Not stopping there, you can also schedule the storage information of sorted groups to be sent to your mailbox by saving it as a "View".
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How to manage Microsoft 365 groups storage productively?

Follow the steps below to efficiently manage Office 365 groups storage to prevent SharePoint online storage quota exceeded error.

  • Set up Office 365 data retention policies for a short period for groups that have less important information.
  • Configure SharePoint Online storage limit manually by assigning higher limits to groups requiring extensive collaboration and lower limits to groups with minimal collaboration needs.
  • Define storage warning quotas for Microsoft 365 groups’ sites and mailboxes to receive notifications when the designated storage threshold is reached.
  • Inform the groups’ owners about the Office 365 group storage allocation and ask them to manually delete unwanted files.

Get notified when the Office 365 groups’ storage warning quota is reached!

With AdminDroid, you can easily find the sites that crossed the SharePoint Online quota warning and clean up the storage before it reaches maximum capacity.

Here, you can find details such as the current storage, the percentage of storage used, storage warning level, the percentage of warning storage, storage maximum level, and more.

AdminDroid Microsoft 365 Groups Usage ReportingSay goodbye to Microsoft 365 groups storage issues!

With AdminDroid Microsoft 365 groups usage reporting tool, admins gain visibility into the entire details related to M365 groups and their storage capabilities, thereby enhancing your organization's productivity.

Unique functionalities that AdminDroid provides you to get the storage used by Office 365 groups:

The All Office 365 Groups report is designed to provide complete information about the site storage, mailbox storage, number of SharePoint files, and mailbox items which assist you to manage storage quota in Office 365 groups.

A Quick Summary

Microsoft 365 Group Mailbox Management

Utilize Microsoft 365 mailbox usage reports to investigate the daily statistics of group mailboxes, ensuring you are continuously informed about the various attributes of these mailboxes.

SharePoint Site Usage Analytics

Manage SharePoint site storage effectively by routinely monitoring the usage of SharePoint Online sites. This involves tracking active sites, active files, page views, and the daily storage consumption by users.

Real-time Alerts on Storage Quota Modifications

Generate an alert to identify any abnormal count of site quota modifications occurring within a short timeframe.

Delete Inactive SharePoint Document Libraries

Remove inactive SharePoint libraries that have not been used for an extended period to optimize Office 365 group storage.

Interactive Dashboards on Office 365 Groups Usage

Leverage the in-built usage dashboards to visualize the Microsoft 365 groups usage reports in a customized way.

Get Instant updates to Manage Microsoft 365 Groups

Eliminate the need for manual syncing and ensure that you always have the most up-to-date information on Microsoft 365 groups' storage by automatic syncing.

Overall, AdminDroid allows you to efficiently manage Office 365 groups with a plethora of reports and features available! By monitoring the SharePoint storage usage reports, you can seamlessly share content to the Microsoft 365 users and perform group storage related activities that ensure uninterrupted collaboration.

Kickstart Your Journey with AdminDroid

Your Microsoft 365 Companion with Enormous Reporting Capabilities!

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Common Errors and Resolution Steps for Microsoft 365 groups storage management.

The following are possible errors and troubleshooting hints while dealing with the Office 365 groups storage report.

Error: The term 'Get-UnifiedGroup' is not recognized as the name of a cmdlet, function, script file, or operable program.

This happens because the Exchange Online module may not be installed properly.

Troubleshooting hint :Install the Exchange Online PowerShell module. If it is already installed, updating it could resolve the issue. 

// Run the below cmdlet for installing it.
Install-Module -Name ExchangeOnlineManagement
// Run the below cmdlet for updating it.
Update-Module -Name ExchangeOnlineManagement

Error: The ‘Connect-PnPOnline’ command was found in the module ‘PnP.PowerShell’, but the module could not be loaded. For more information, run ‘Import-module PnP.PowerShell.

The error may happen when a version conflicts with the PnP PowerShell module installed in the machine.

Troubleshooting hint :Uninstall all the versions of PnP PowerShell from your machine and install the required version. 

// Run the below cmdlet to uninstall all the versions of PnP PowerShell.
Uninstall-Module -Name PnP.PowerShell -AllVersions -Force
// Run the below cmdlet to install the 1.12 version of PnP PowerShell.
Install-Module PnP.PowerShell -RequiredVersion 1.12 -Force

Error: Something went wrong so we couldn’t upload <Filename>

This happens when you upload a file to a M365 group whose storage is full.

Troubleshooting hint :Delete unwanted files from the group or increase the size of the group’s site using the below PowerShell cmdlet. 

Set-SPOSite -Identity <Site URL> -StorageQuota <value> –StorageQuotaWarningLevel <value>

Error: No valid OAuth 2.0 authentication session exists.

This happens when you connect to SharePoint Online using PowerShell 7.

Troubleshooting hint : Connect to SharePoint Online using Windows PowerShell. 

Connect-SPOService

Error: Current site is not a tenant administration site.

This happens while connecting to SharePoint Online using the cmdlet Connect-SPOService without using the word ‘admin’ in it.

Troubleshooting hint :Include the word ‘admin’ in the URL. 

https://<YourTenantName>-admin.sharepoint.com/