SharePoint (Modern Sites) - Generate a usage report for my SharePoint site Tutorial

Discover how to generate a usage report for your SharePoint site. As the owner and manager of a team, it is important to know if your site is being used. Learn how to access insights such as overall traffic, unique viewers, site visits, and more. Start by going to the Gear icon and selecting 'Site Usage'.

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Objectifs :

This document aims to provide a comprehensive overview of how to analyze site usage data in SharePoint, specifically for the CS department. It will guide users on how to access insights regarding slide usage, visitor statistics, and external sharing capabilities, enhancing their ability to manage content effectively.

Chapitres :

  1. Introduction to SharePoint Site Usage
    In this section, we will explore the importance of monitoring site usage in SharePoint for the CS department. As the owner and manager of the team, understanding how your slides and content are being utilized is crucial for effective management and decision-making.
  2. Accessing Site Usage Insights
    To begin analyzing your SharePoint site usage, follow these steps: 1. Click on the Gear icon located in the upper right corner of the SharePoint interface. 2. Select 'Site Usage' from the dropdown menu. This will direct you to a dashboard filled with valuable insights about your site.
  3. Understanding Key Metrics
    Once you access the Site Usage page, you will encounter several key metrics: - **Overall Traffic**: This indicates the total number of visits to your site. - **Unique Viewers**: This metric shows how many distinct users have accessed your site. - **Site Visits**: This reflects the total number of times the site has been visited. - **Average Time Spent per User**: This provides insight into how long users are engaging with your content. You can filter these metrics for the last 30, 90, or 730 days to analyze trends over time.
  4. Popular Content Insights
    Scrolling down the Site Usage page reveals insights into popular content over the last seven days. Here, you can see which posts, pages, or documents have garnered the most attention. This information is vital for understanding what content resonates with your audience.
  5. Device Usage Statistics
    In the example provided, it was noted that 100% of visitors accessed the site using desktops. Additionally, the data indicated that Friday at 9:00 AM was the peak time for site access over the past 12 weeks. Such insights can help you tailor your content and engagement strategies.
  6. External Sharing Reports
    Another important feature of the Site Usage page is the report on files shared with external users. In this case, it was found that there were currently no shared files or folders with individuals outside the organization. This information is crucial for managing external collaborations and ensuring data security.
  7. Exporting Data for Further Analysis
    If you wish to delve deeper into the data, you can easily download it into an Excel file. To do this: 1. Perform a simple left-click on the download option for the last 90 days. 2. Open the downloaded file in Excel to utilize its powerful data analysis features. This allows for more detailed examination and manipulation of the data to inform your strategies.
  8. Conclusion
    In summary, understanding site usage in SharePoint is essential for effective content management. By accessing and analyzing the insights provided, you can make informed decisions that enhance user engagement and optimize your team's performance. Utilizing tools like Excel further empowers you to leverage this data for strategic planning.

FAQ :

What is SharePoint used for?

SharePoint is used for collaboration, document management, and information sharing within organizations. It allows teams to work together on projects, store files, and manage content efficiently.

How can I access Site Usage in SharePoint?

To access Site Usage in SharePoint, click on the Gear icon, then select 'Site Usage' from the dropdown menu. This will provide you with insights about site traffic, unique viewers, and popular content.

What insights can I gather from Site Usage?

From Site Usage, you can gather insights such as overall traffic, unique viewers, average time spent per user, and popular content over a specified time frame.

Can I download Site Usage data?

Yes, you can download Site Usage data into an Excel file. Simply click to download the data for the last 90 days, and it will be saved as an Excel file for further analysis.

What does it mean if there are no shared files with external users?

If there are no shared files with external users, it means that all content within the SharePoint site is restricted to internal users only, and no files or folders have been shared outside the organization.

Quelques cas d'usages :

Monitoring Team Engagement

A project manager can use SharePoint's Site Usage feature to monitor team engagement by analyzing traffic and unique viewer data. This helps identify which documents or pages are most accessed, allowing the manager to focus on improving those resources.

Content Strategy Development

A content strategist can analyze popular content insights from Site Usage to develop a more effective content strategy. By understanding what types of content resonate with users, they can create more targeted and engaging materials.

External Collaboration Management

A team leader can review the report on shared files with external users to manage collaboration with partners or clients. If no files are shared, they may consider whether to increase external sharing for better collaboration.

Data Analysis for Reporting

An analyst can download Site Usage data into Excel to create detailed reports for stakeholders. This allows for deeper analysis of user engagement and helps in making data-driven decisions.

Identifying Peak Access Times

An IT administrator can use the insights on peak access times to schedule maintenance or updates during off-peak hours, ensuring minimal disruption to users.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Site Usage

A feature in SharePoint that provides insights and analytics about how users interact with a site, including traffic, unique viewers, and content popularity.

Unique Viewers

The number of distinct users who have accessed a site or content within a specified time frame.

Traffic

The total number of visits to a site or page, which can include repeat visits from the same user.

Average Time Spent

The average duration that users spend on a site or page during their visits.

Popular Content

Content that has received the most views or interactions within a specific time period, such as posts, pages, or documents.

External Users

Individuals who are not part of the organization but may have access to shared files or folders within a SharePoint site.

Excel

A spreadsheet program developed by Microsoft that is used for data organization, analysis, and visualization.

résultat(s)
00:00:00
We have been using SharePoint
00:00:02
for our CS department and as the
00:00:05
owner and manager of that team,
00:00:07
I would like to know is my slide being used?
00:00:11
Is there any data I can gather as an owner?
00:00:14
Let's find out.
00:00:17
Let's start by going to the Gear
00:00:19
icon and go to Site Usage.
00:00:21
From here you will find many insights.
00:00:24
First of all, you will find the
00:00:27
overall traffic, the unique viewers,
00:00:29
site visits and your
00:00:31
average time spent per user.
00:00:33
You can filter them for the
00:00:35
last 730 or 90 days.
00:00:38
If you Scroll down, you will see the
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popular content in the last seven days.
00:00:44
Whether it is a post, page or a document,
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you will see usage insights.
00:00:50
My devices.
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In this example,
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100% of the visitors have been doing
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so using the desktops by the time
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and we can see that Friday at 9:00
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AM is when most people have access
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my SharePoint over the past 12 weeks.
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If I go down I will also find a
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report how many files are shared
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with external users in this site.
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Right now it has no shared files
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or folders with people outside
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of my organization.
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Do I want to do more with this data?
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If so, I can simply download it.
00:01:29
Into an Excel file.
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A simple left click will download
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the last 90 days and I can
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just open the file and use this
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data with the power of excel.

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