SharePoint Document Issues

How to Export a SharePoint Report of File Views and Downloads

Bushra Parveen Oct 9, 2026 869 views

Question details

The user needs to generate and export a report detailing who has viewed or downloaded files on a SharePoint site, including tracking for older files that have been replaced.

How to Export a SharePoint Report of File Views and Downloads

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: An administrator or site owner wants to audit document access, monitor user interaction, and track the historical usage data of specific SharePoint files.
Observed behavior: The user is looking for the proper administrative tools and steps to access and download a comprehensive file activity report.

Before you start

Ensure you have the necessary administrator permissions (such as Global Administrator, SharePoint Administrator, or Reports Reader) in Microsoft 365, as generating usage reports requires access to the admin center.

Solution 1Recommended

Exporting File Activity Reports via Microsoft 365 Admin Center

Use the built-in Microsoft 365 Admin Center to access SharePoint usage reports, which detail file views, downloads, and other user activities over specific time periods.

The Microsoft 365 Admin Center provides comprehensive usage reports that help administrators track how users interact with SharePoint files. These reports include metrics on files viewed or modified, and the data can be exported to a CSV file for deeper analysis in Excel or WPS Spreadsheet.

Log in to the Microsoft 365 Admin Center

Open your web browser, navigate to the Microsoft 365 Admin Center (admin.microsoft.com), and log in using your administrator credentials.

Navigate to the Usage Reports

In the left-hand navigation menu, click on 'Reports' to expand the section, then select 'Usage' from the dropdown list.

Select the SharePoint Activity Report

Scroll down to the SharePoint section on the Usage page, or use the 'Select a report' dropdown menu at the top to choose 'SharePoint activity'.

Filter the Reporting Period

Select your desired time range (e.g., 7 days, 30 days, 90 days, or 180 days) to view the relevant file activity, which includes both views and downloads.

Export the Data

Click the 'Export' link or button located near the top right of the data table. This will download the report as a .csv file to your local device.

Exporting File Activity Reports via Microsoft 365 Admin Center

Advanced Auditing: For highly specific historical tracking, such as identifying the exact user who downloaded a replaced file over 90 days ago, you may need to use the Microsoft Purview compliance portal's Audit search feature.

Free Microsoft Office alternative

Manage Your Exported Reports Seamlessly with WPS Office

While Microsoft SharePoint handles enterprise site management, analyzing your exported CSV activity reports requires a capable spreadsheet tool. WPS Office is a fast, lightweight, and free alternative to Microsoft Office that lets you view, filter, and format your SharePoint reports without the burden of expensive subscription fees.

1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
2. Install the Software: Run the downloaded installer file and follow the on-screen instructions to set up the office suite on your device.
3. Open Your Reports: Launch WPS Spreadsheet and easily open the .csv file you exported from SharePoint to analyze your data.

Highly compatible with Microsoft Office formats, including .xlsx, .csv, .docx, and .pptx.Lightweight application that opens large exported data reports in seconds.Familiar, user-friendly interface that requires no learning curve to master.Built-in PDF tools and cloud collaboration features for easy sharing of your audit findings.

microsoft office alternative - wps office

Frequently Asked Questions

Can I see exactly which user downloaded a specific file in SharePoint?

Yes, you can track specific user activity by running an Audit Log search in the Microsoft Purview compliance portal. This requires auditing to be turned on for your organization.

Why is my SharePoint activity report missing recent data?

Usage data in the Microsoft 365 Admin Center typically has a 24 to 48-hour delay. Activities performed today will usually appear in the admin center reports within one to two days.

How can I view the activity history of a specific document directly in SharePoint?

If you only need to check a single file, you can hover over the file in your SharePoint document library, click the three dots (More actions), and select 'Details'. In the details pane, you can view recent activity, including who recently viewed or edited the document.

Document & File Issues