How to Export SharePoint File Structure and Content for Review
Question details
The user needs to export a report of SharePoint file structures and content to analyze the data or plan for a site migration.
- Product
- SharePoint / Microsoft 365
- Device & OS
- not provided
- Scenario
- Performing an administrative audit or preparing for a data migration where a complete outline of a SharePoint site's contents is required.
- Observed behavior
- The user requires a systematic way to extract the full file structure and content logs from a selected SharePoint site.
Ensure you have the necessary administrator permissions (such as eDiscovery Manager) in the Microsoft 365 admin center to access Compliance features. You must also use Microsoft Edge, as the export tool relies on specific browser protocols.
Use Microsoft Purview Content Search to Export Reports
You can use the built-in Content Search tool within the Microsoft 365 admin center to locate and securely export your SharePoint site's file structure and content details.
Microsoft Purview provides robust compliance tools that allow administrators to search across Microsoft 365 environments. By running a targeted Content Search on your SharePoint site, you can generate and download a comprehensive report detailing your file structures.
Because the export process utilizes the Microsoft 365 eDiscovery Export Tool, you must perform the downloading steps using Microsoft Edge to ensure full compatibility.
Navigate to the Microsoft 365 admin center, open the 'Compliance' section, and then click on 'Content search'.
Initiate a new search, enable the 'SharePoint' location option, specify the required SharePoint site URL, and allow the search process to complete.
Using the Microsoft Edge browser, navigate to the completed search, click on 'Actions', and select 'Export report'.
Copy the provided export key from the prompt, click to download the report, and open the downloaded Microsoft 365 eDiscovery Export Tool.
Paste the export key into the tool, select a suitable file location on your local drive, and start the export to save your SharePoint structure results.
A Lightweight Alternative for Your Daily Document Needs
While Microsoft 365 handles complex enterprise tasks like SharePoint content exports, WPS Office is an excellent free alternative for handling your everyday document, spreadsheet, and presentation tasks. It offers a familiar interface, seamless migration, and is perfect for reviewing the CSV structure reports you just exported.
- 1. Download and Install: Visit the official WPS website to download the free WPS Office suite and complete the quick installation process.
- 2. Open Your Exported Reports: Launch WPS Spreadsheet and easily open the CSV file exported from SharePoint to analyze your site structure.
- 3. Edit and Manage: Use familiar formatting, filtering, and analysis tools within WPS Office to review your SharePoint migration data effortlessly.
Frequently Asked Questions
What permissions are required to use Microsoft Purview Content Search?
To run content searches and export results, your account must be assigned the eDiscovery Manager role within the Microsoft Purview compliance portal.
Why do I need to use Microsoft Edge for exporting the SharePoint report?
Microsoft Edge natively supports the ClickOnce technology required to launch the Microsoft 365 eDiscovery Export Tool. This tool is necessary to authenticate the export key and download the data to your local machine.
Can I export content from multiple SharePoint sites at once?
Yes. When setting up your Content Search in the compliance center, you can select and add multiple SharePoint site URLs to be included in a single unified search and export operation.
What format does the exported SharePoint structure report use?
The exported file structure and content report is typically generated as a CSV (Comma Separated Values) file, which can be easily opened, sorted, and analyzed in spreadsheet applications like WPS Spreadsheet.
