Microsoft 365: see how much data you have, then export it.

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Microsoft 365

Email & communication

How to see how much data is in Microsoft 365

1. Sign in to the Microsoft 365 admin center with an admin or Reports Reader role
2. In the navigation menu, select Reports (if you don't see it, select Show all → Reports) → Usage
3. Under Reports, select Exchange and open Mailbox usage, then note the Storage chart
4. Select OneDrive → Usage tab and SharePoint → Storage tab, and note the storage used in each

Microsoft reports Exchange, OneDrive and SharePoint storage separately, so add the three amounts; usage reports can lag by 24 to 72 hours.

Microsoft 365’s official instructions

How to get a copy of your Microsoft 365 data

1. Sign in to purview.microsoft.com with an account that has eDiscovery permissions
2. Open the eDiscovery card → Cases, open or create a case, and run a search covering the people, mailboxes and sites you need
3. In the search, click Export, give it an Export name, and choose Export items with items report
4. Click Export, then OK
5. Open Process manager → Export, select the packages and click Download packages (within 14 days)

Administrators can export mail, files, and Teams content through the Microsoft Purview compliance portal (Content search or eDiscovery export).

Exchange, OneDrive, SharePoint, and Teams are reported separately. Add each service you use.

Microsoft 365’s official export instructions