Top 100 Files Report

The Top 100 Files report is SharePoint Storage Explorer's quickest path to cleanup targets: the 100 largest files in your tenant, ranked, with the metadata needed to decide what to do about each one.

Where to find it

Click Top 100 in the left navigation. The report uses the most recent deep scan — if you have only run a light scan so far, the report is empty until a deep scan completes. See light vs deep scan.

What the report shows

A table of the 100 largest files across every scanned site, sorted by size descending. Columns:

• Rank — 1 to 100, largest first.
• File name — filename including extension.
• Size — bytes (excludes version chain unless versions are included).
• Site — the SharePoint site the file lives in.
• Library — the document library within the site.
• Path — full path inside the library.
• Modified — last-modified date.
• Modified by — last editor.
• Created — original creation date.
• Created by — original uploader.

Common workflows

Identify quick-win cleanup targets

Scroll the top of the list. A handful of files often account for a surprising fraction of total tenant storage — a 2 GB video that nobody watches, a 500 MB ZIP from a project that finished three years ago, a multi-gigabyte backup someone uploaded by mistake.

For each candidate:

• Confirm the Modified date is genuinely old.
• Confirm the Site is not an active project.
• Click the file row to open it in the file browser for the surrounding folder context.

Hand-off to site owners

Export the report and send the relevant lines to each site owner with a request to review. The CSV preserves the file path so owners can navigate directly.

Spot accidental uploads

Files in the top 100 with extensions like .iso, .vhd, .bak, .zip, or .7z are often material that does not belong in SharePoint and should live elsewhere (Azure Blob, an internal file share, a backup system). The site owner is the right person to decide where it should go.

Compare across scans

If you have multiple deep scans in history, the report shows how the top-100 list has changed: which files have dropped off (deleted or archived), which are new arrivals. Useful for measuring whether your cleanup programme is working.

Exporting

The Export button produces a CSV of all 100 rows plus a few extra columns (the SharePoint file GUID, the immediate parent folder, the calculated age in days). Use it in Excel for sorting and pivoting, or pass to a downstream cleanup workflow.

For a board-ready PDF / Word summary that includes the top 100 plus the tenant-wide trend, see reporting.

Why only 100?

The 100-file cap keeps the report at a useful size for human review — the top 100 typically accounts for 5 to 30% of total tenant storage, which is the right order of magnitude for "review every line manually." For deeper-tail analysis (the top 1000, top 10000, etc.), use the file browser sorted by size, or export per-library CSVs and pivot in Excel.

See also

• File-type breakdown — for cleanup targets that are about a category of file rather than individual files.
• File browser — for the folder context around any single file.
• Light vs deep scan — what this report depends on.
• Reporting — exporting summaries.

Need help? support@smikar.com.