SharePoint item-level report

The “SharePoint item-level” report provides detailed information for any SharePoint Online files and folders, including items with or without unique permissions.

The report also includes the following properties:

• Content type: indicates the item’s type name as text, including any custom content type when applicable.
• Base name: shows whether the item is a file or a folder, even when the item uses a custom content type.

By default, files use the “Document” content type and folders use “Folder”, but SharePoint environments can also include custom content types derived from these base types. Because of this, the “Content type” column may display a custom name instead of only “Document” or “Folder”.

Access and sharing counters

The following columns help understand per-item access and sharing footprint. All columns can be added from the “Columns” dropdown and can be filtered and sorted.

• People with permissions: number of individual users who have permissions on the item (inherited and unique).
• Groups with permissions: number of distinct groups that have permissions on the item (inherited and unique).
• Sharing links: total number of sharing links for the item. Shows 0 when no sharing links exist.
• Links shared with anyone: number of sharing links where Sharing type = “Anyone”. Shows 0 when there are no “Anyone” links.
• Links shared with externals: number of sharing links where Shared externally = True. Shows 0 when no links are shared externally.
• External people with unique permissions: number of distinct external users who have access to the item through unique permissions. This column supports sorting and filtering.

Unique permissions details

The report also includes columns that help assess whether an item has permission differences compared with its parent.

• Different from inherited: indicates whether the item’s current permissions differ from the permissions inherited from its parent.
  • True: the item has unique permissions.
  • False: the item uses the same permissions as its parent, even if inheritance is broken.

For items with unique permissions, the “Restore inheritance” management action is available. This action removes unique permissions that duplicate access already granted through inheritance.

For example, if inheritance was broken only to grant access to a user who already has access through SharePoint group inheritance, “Restore inheritance” removes that redundant permission. If no other unique permissions remain, the item is no longer listed as having unique permissions.

Storage and version management

The following columns help assess storage consumption and version history:

• Site quota: total storage allocated to the site (GB). 
• Storage used (%): percentage of the site quota consumed by the item. 
• Storage used: total storage used by all previous versions of the item. 
• Versions: number of stored versions for the item.

These columns can be added from the “Columns” dropdown. 

Version modal

Selecting a value in the “Versions” column opens a “Version history” modal that shows:

• When and by whom the file was last modified
• The file URL, with a copy button
• The total number of stored versions, total storage used, and percentage of site quota

Below this summary, a table lists each stored version. For each version, it is possible to review:

• The version number and whether it is the current version
• The UPN of the user who created the version
• The creation date and time
• The version size

At the top of the table, the “Delete all previous versions” button removes all versions except the current one. Alternatively, select one or more versions and use the delete button to remove only those versions.