Managing SharePoint Storage and Content

Overview

SharePoint sites can quickly accumulate large amounts of content, including files, document versions, recycle bin items, and inactive content. Regularly reviewing site storage and following content management best practices helps ensure optimal performance, efficient collaboration, and compliance with organizational storage policies.

This article explains how to:

• View current SharePoint site storage usage
• Identify storage-consuming content
• Manage document versions
• Empty recycle bins
• Archive inactive data
• Follow SharePoint storage best practices

Details 

Identify Large Files and Libraries

From Storage Metrics:

1. Open the largest document library.
2. Drill into folders.
3. Identify:
   • Large files
   • Old content
   • Duplicate content
   • Large version histories

Recommended Review Areas

• Media files
• Recordings
• ZIP archives
• PST files
• CAD drawings
• Large PDF collections

Manage Document Version History

Document versions are often the largest contributor to SharePoint storage consumption.

Why Versions Matter

A 100 MB file with 100 saved versions may consume: 100 MB × 100 versions = 10 GB of storage.

Check Version History

1. Locate a document.
2. Select Version History.
3. Old versions may be removed here.

Example

Review:

• Number of versions
• Age of versions
• File change frequency

Empty the Recycle Bin

Deleted files continue consuming storage until removed from recycle bins.

First-Stage Recycle Bin

1. Open the SharePoint site.
2. Select Recycle Bin.
3. Review contents.
4. Select unwanted items.
5. Select Delete.