Others

How to View and Report SharePoint Activity and Usage in Microsoft 365

Olivia Miller Oct 1, 2026 869 views

Question details

The user needs to know how to access SharePoint usage reports and share the activity information with management.

How to View and Report SharePoint Activity and Usage

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: An administrator is attempting to retrieve analytics and activity metrics for SharePoint sites to generate management reports.
Observed behavior: The user requires navigation instructions to locate and extract the usage data from the Microsoft 365 admin center.

Before you start

Ensure you have the necessary administrator permissions (such as Global admin, Global reader, SharePoint admin, or Reports reader) in your Microsoft 365 tenant to access the reporting dashboards.

Solution 1Recommended

Access SharePoint Usage Reports in the Microsoft 365 Admin Center

Use the built-in Microsoft 365 admin center dashboard to view, analyze, and export detailed SharePoint activity data for management reporting.

Microsoft 365 provides dedicated reporting dashboards that allow administrators to track how users are interacting with SharePoint sites.

These reports include data on total files, active files, storage used, and page views, making it easy to identify usage trends and export them as management-ready documents.

Sign in to the Admin Center

Go to admin.microsoft.com and log in with your Microsoft 365 administrator credentials.

Navigate to Usage Reports

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

Select the SharePoint Dashboard

On the Usage page, scroll down to locate the 'SharePoint' section. Click on 'SharePoint site usage' or 'SharePoint activity' to view the detailed metrics.

Export the Data for Management

Click the 'Export' link or button located above the data tables. This will download the report as a CSV file, which can be opened and formatted in spreadsheet software before sharing with management.

Access SharePoint Usage Reports in the Microsoft 365 Admin Center

Data Anonymization: Depending on your organization's privacy settings, user and group names in the reports may be anonymized. A Global administrator can change this setting in the admin center if identifiable data is required.

Free Microsoft Office alternative

Looking for a cost-effective document alternative to Microsoft 365?

If your team needs robust tools to analyze exported reports or create comprehensive management presentations without high subscription costs, WPS Office is an excellent solution. It offers a powerful, lightweight suite for individual and team document productivity.

1. Download WPS Office: Visit the official WPS website and download the free installation package for your PC or mobile device.
2. Install the Software: Run the downloaded installer and follow the simple on-screen instructions to set up the suite.
3. Open CSV and Office Files: Launch WPS Spreadsheet to seamlessly open your exported SharePoint CSV reports and create compelling data visualizations.

Completely free and lightweight office suiteHigh compatibility with Microsoft Word, Excel, and PowerPoint formatsBuilt-in cloud storage and document sharing toolsFamiliar user interface for a seamless transition

microsoft office alternative - wps office

Frequently Asked Questions

Who has permission to view SharePoint usage reports?

To view SharePoint usage reports, you need to be assigned the Global admin, Global reader, Exchange admin, SharePoint admin, or Reports reader role in the Microsoft 365 admin center.

Can I export SharePoint activity data to analyze in Excel?

Yes, on the SharePoint usage report page in the Microsoft 365 admin center, you can click the 'Export' link to download the data as a CSV file. This file can be easily opened and analyzed in Excel, WPS Spreadsheet, or other similar applications.

How often is the SharePoint usage reporting data updated?

The activity reports in the Microsoft 365 admin center are typically updated within 24 to 48 hours. When you view the dashboard, the most recent data usually reflects activity from one or two days prior.

Office Quick Solutions