You want to know how much value your SharePoint site is bringing to your organization and if it’s getting the adoption you want. Learn 3 ways to view SharePoint Online analytics so you can make sure your users are getting the most out of their SharePoint resources.
Getting a handle on your SharePoint usage analytics is the key to understanding how your organization is adopting SharePoint.
How many times have people visited the site and accessed its content? What files have received the most views?
The goal is to gain insight into how your users are interacting with your site. There are three methods you can use to measure SharePoint Online analytics that can be especially useful after a migration or before restructuring and reorganizing an environment. Let’s take a closer look at each one.
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Method #1: Use built-in SharePoint site usage reports
Out-of-the-box SharePoint usage reports offer information to help you improve both the adoption and business impact of your SharePoint. The reports display a number of statistics that showcase how visitors have interacted with the content on a site, whether it’s regarding ‘most viewed items’ or ‘most active users’.
Site admins, members, owners, and visitors can access the site data, but site visitors can’t download site usage reports. Guest users with Site Owner permissions will not have access to site analytics or site usage data.
To get the SharePoint site usage report:
- In the admin center, go to Reports, then click on Usage
- From the dashboard homepage, click on the View more button on the SharePoint card
Your usage list will look something like this.
You can select Choose columns on the right-hand side to add more information to your report such as external sharing, pages visited, active files, the sensitivity label on the site, and more.
Method #2: Ask your team
Keeping an eye on your site user engagement can be as simple as asking site managers about the type of information site users are looking for. You can create a short survey to help shine a light on common ways users are using and interacting with your site. This may include questions such as:
- What are the top queries on my site per day/per month?
- How many search queries are users performing on average?
- Which queries are getting low clicks, and why?
- How often are people clicking promoted results?
With the answers from the survey, you can create a plan to manage sprawl and increase adoption. If you see common themes emerge (e.g. a site that no one uses), then this will help you make more informed decisions.
Sprawl refers to the staggering amount and variety of data produced by enterprises each and every day. As data sprawl out of control, it makes it harder to protect, much less leverage, if you don’t know where it is.
Method #3: Use third-party SharePoint reporting tools
SharePoint usage reports are limited in the data they provide. If you want deeper SharePoint reporting options, you might want to look into third-party solutions like ShareGate.
ShareGate lets you run and automate custom and pre-built reports to monitor, organize, and secure your SharePoint and Teams environments.
See who (and which groups) can access what, including external users and content shared via anonymous links–using the Permissions matrix report from the migration tool.
The Activity log report will give you better visibility into who did what and when, so you can monitor your teams from creation to sunset.
You can run the External Sharing Report from the migration tool, or even create a custom report to target documents with organizational links and get a listing.
You can also take advantage of our other built-in reports for your migration projects and your everyday SharePoint and Teams operations.
Try out all built-in and custom usage analytics reports with a ShareGate free trial!
When you’re rolling out a new solution like SharePoint, you want to be able to prove it’s actually making a business impact. So if you’re looking for insight into user activity, SharePoint usage reports can provide a great deal of information for site users and owners and help you better manage your environment.