ControlPoint 8.9 - for Microsoft 365 User Guide

Analyzing Site Collection Storage

The Site Collection Storage Analysis provides storage statistics for selected site collections, including:

·the distribution of storage among Web applications selected for analysis, and

·the number of top site collections (that is, site collections with the scope of your analysis using the most storage).  

To generate a Site Collection Storage Analysis:

1Select the object(s) on which you want to perform the analysis.

2Choose Storage > Site Collection Storage Analysis.

3Specify the parameters for your analysis.

Note that, in addition to the "standard" parameters, a Limit display to must be specified.  The value in this field (which is 10 by default, but may be changed), represents the number of sites using the most storage space that you want to examine more closely.  These sites are listed in a separate section at the bottom of the analysis results.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·schedule the operation to run at a later time or on a recurring basis.

OR

·save the operation as XML Instructions that can be run at a later time.

The Site Collection Storage analysis consists of the following sections:

·Web Applications

·Size Distributions

·Storage Usage

·Top Site Collections

Web Applications Section

The Web Applications section lists the Web application(s) within the scope of your analysis, along with the following statistics for individual Web applications and cumulative totals:

·the number of site Collections, Sites, Lists, and Files.

NOTE: Because of restrictions on some data that Microsoft provides for Microsoft 365 Germany, US Government GCC High, and DoD customers, for any of these environments Files will always show 0.

·the Size, in megabytes (MB) of storage used.

NOTE:  Size includes content but excludes logs, metadata and other storage overhead.  It is not meant to reflect the size of the content database.  

When expanded, these statistics display for individual site collections, along with:

·the Content DB used by the site collection

·Quota in megabytes (MB)

·%Usage relative to the quota.

Size Distributions and Storage Usage Sections

The Size Distributions section consists of a pie chart that depicts the size distribution among the Web applications within the scope of your analysis.  (If you generated the report for a single Web application, the chart will appear solid.)

The Storage Usage section consists of a bar chart that shows the amount of storage space used by each Web application relative to the Web application's quota.  

NOTE:  If a quota has not been set for the Web application, Used Space will not be captured.

Top Site Collections by Size

This section shows statistics for the site collections using the most storage space. The number of site collections that display in this section is determined by the value you specified for Limit display to.

Analyzing Storage by File Type

The Storage by File Type analysis provides both a graphical and tabular representation of the amount of storage used by various file types in the content database(s), both by file size and count.  You have the option of including all file types, or including/excluding those with specified file extensions.

NOTE:  This analysis encompasses files within SharePoint content databases.  Files stored within the file system, such as SharePoint Features, are not included.

To generate a Storage by File Type analysis:

1Select the object(s) you want to include in your analysis.

2Choose Storage > Storage by File Type.

3Specify the following parameters for your analysis:

If you want include or exclude specific file types:

§Specify whether you want to Include Extensions or Exclude Extensions.

§Enter the file extension(s) you want to include or exclude in the File Extensions field.  Enter multiple extensions as a comma-separated list.

NOTE:  If you want include all file types, leave the File Extensions field blank.  If you chose Exclude Extensions, you must enter at least one file extension.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·schedule the operation to run at a later time or on a recurring basis.

OR

·save the operation as XML Instructions that can be run at a later time.

Analysis results include:

·two pie charts that depict the Storage by File Size and Storage by Type for the selected scope and file types.

·a listing that includes the Extension(s), Total Files and Total Size (MB) for each file type.

Click an Extension(s) hyperlink to generate a Most/Least Storage analysis that shows the files with that extension that use the most storage (the number of which was specified in the Number of Files to Show in Drill-down).

Analyzing Trends

For a single farm, Web application, or site collection, you can analyze trends over a specified time period in:

·activity

·site count, and/or

·storage.

To generate a Trends analysis:

1Select the object for which you want to analyze trends.

NOTE:  You can only analyze trends for one site collection at a time.  If you multi-select, only the object on which you right-clicked will apply.

2Use the information in the following table to determine the appropriate action to take.

3Specify the following parameters for your analysis:

a)Enter or select a Start Date and End Date for your analysis.

The date range you select determines the time intervals captured in the analysis, as described in the following table.

b)If you want to change the Statistics to Graph, select a different value from the drop-down.

c)If you want your graph to include a line that smooths out short-term fluctuations, check the Include moving Average box.

The default value for Moving average period (days) is 7, which represents the number of days within a given week.  This value is useful for many business users who can expect less activity, for example, on the weekend.  You can, however, change this value to measure moving average for a different time period.  For example, if you generally experience week-to-week fluctuations over the course of a month, you may choose to set the Moving average period to 31.

Now you can:

·run the operation immediately (by clicking the [Run Now] button)

OR

·schedule the operation to run at a later time or on a recurring basis.

OR

·save the operation as XML Instructions that can be run at a later time.

Trend Analysis results consist of two graphs:

·The Trend Analysis bar graph includes the statistics for the selected criterion.  (Note that if you selected ALL from the Statistics to graph drop-down, a separate graph will be included for each).  Below are examples of Trend Analyses by Day reports (including a 7-day moving average) for Activity, Storage, and Site Count over the same 28-day time period.

Activity Trend Analysis

Storage Trend Analysis

Site Count Trend Analysis

·The second graph is a line graph that shows statistics for all three options (activity, storage, and site count) in terms of a percentage over the course of the selected time period. Note that the maximum value (100%) represents the most storage used, greatest level of activity, and largest site count over the selected time period.

Analyzing Content

ControlPoint provides the following tools for analyzing site content:

·The Metadata Usage analysis shows where and how Managed Metadata is used in SharePoint Server farms

·The Content Types analysis shows properties and usage details of SharePoint content types.

·The Web Parts analysis include detailed statistics about Web Parts used in selected sites.

You can also analyze trends in site count over a specified time period.