Data guides
Microsoft Teams: see how much data you have, then export it.
Pick a system to see two things: how to check how much data is in it, and how to export a copy. No form, no sign-in.
Microsoft Teams
Email & communication
How to see how much data is in Microsoft Teams
- Sign in to the Microsoft 365 admin center with an admin or Reports Reader role
- In the navigation menu, select Reports (if you don't see it, select Show all → Reports) → Usage
- On the Usage page, under Reports, select Microsoft Teams
- On the report page, select the Team usage tab
- Select Export and total the Posts, Replies and Channel messages columns for each team
Teams reports message activity counts for the last 7 to 180 days, not a storage size; files shared in Teams are counted in SharePoint and OneDrive, so do not add them again.
Microsoft Teams’s official instructions
How to get a copy of your Microsoft Teams data
- Sign in to purview.microsoft.com with an account that has eDiscovery permissions
- Open the eDiscovery card → Cases, open or create a case, and run a search that includes the users or teams you need
- In the search, click Export and tick Include Teams and Viva Engage conversations
- Choose Export items with items report, then click Export and OK
- Open Process manager → Export, select the packages and click Download packages (within 14 days)
Teams chats are exported through Microsoft Purview; files shared in Teams live in SharePoint or OneDrive.
Do not count Teams files twice: they already sit in SharePoint or OneDrive.
These instructions are written by DataFrenzy from each vendor’s public help pages. Menu names can vary by plan and change over time; the official link on each guide is the final word. Screenshots come from each vendor’s own help pages and videos or, where noted, from third-party tutorials credited under the image; dashed outlines are illustrations, not screenshots. Looking up a size or preparing an export never sends anything to DataFrenzy.