Perform a thorough analysis of SPO environment.
Collect Storage Metrics using the SharePoint Admin Center and Site Usage reports.
Review Usage Patterns using Microsoft 365 Usage Analytics and Search Analytics.
Leverage Third-Party Tools for in-depth analysis and optimization recommendations.
Conduct Manual Audits of site collections, libraries, permissions, and metadata.
Select sites to view detailed storage metrics, including the total storage used, and the largest files and libraries Site Settings > Site Collection Administration > Storage Metrics.
SharePoint site has a Site Usage page that provides insights into how content is being used Site Contents > Site Usage.
Search Analytics reports to understand how users are searching for content and which queries are most popular SharePoint Admin Center > Search & Intelligence > Search Usage Reports.
Use Microsoft 365 Usage Analytics Microsoft 365 Admin Center > Reports > Usage Review all site collections and document libraries To identify large files, inactive sites, and unused data Check versioning settings for document libraries Identify libraries with excessive version histories that may be consuming storage.
Review user permissions and groups to ensure only necessary access is granted Help to maintain security and potentially reducing content duplication.
Evaluate the use of metadata and content types across sites To ensure content is well-organized and easily searchable.
Use reports to analyze how users access content (desktop vs. mobile, internal vs. external) & identify underutilized sites or features That could be streamlined or removed.
- Configure versioning settings to retain fewer versions of documents. For instance, limit the number of versions to 5 or 10 instead of the default 500.
- Periodically empty the recycle bin to free up storage space.
- Apply retention labels to documents to automatically delete or archive them after a specific period.
- Use compressed formats for images and videos to reduce file sizes. For images, use formats like JPEG with lower resolution suitable for web use.
- Encourage users to store personal files in OneDrive instead of SharePoint document libraries, reducing unnecessary data in SharePoint.
- Use hub sites to link related sites and create a unified navigation experience. It helps users find content quickly and understand site relationships.
- Minimize the use of nested subsites and instead use pages and sections to organize content. Simplified navigation makes it easier for users to find what they need.
- Apply custom branding and themes to provide a consistent and visually appealing user experience.
- : Create personalized home pages for different departments or teams, displaying the most relevant content for each group.
- Apply metadata to documents and use content types to organize and classify documents. This improves searchability and helps users find content faster.
- Use modern SharePoint pages and web parts to create responsive and interactive pages. Modern web parts like news, quick links, and document libraries improve user engagement.
Reduce Storage Usage:
- Delete unused data, archive inactive sites, and manage versioning.
- Implement data retention policies and classify data for efficient management.
- Optimize files by compressing images and removing duplicates.
- Encourage the use of OneDrive for personal storage.
Enhance User Experience:
- Improve navigation using hub sites and simplified structures.
- Personalize content delivery using audience targeting and customized home pages.
- Optimize search with metadata and content types.
- Leverage modern UI features and provide training resources.