Unable to reconcile storage used according to tenant wide allotted space to what we actually use

Super Contributor

According to the top-right tenant wide storage, we are almost full and are using 3,777 Gb of data and a link to buy more storage.


In the SharePoint Admin Centre, if we export the whole tenant, that adds up to 2,289 Gb so we're missing 1,488 Gb of storage Microsoft says we're using yet don't see it.


We do have many Private Teams channels yet they don't list those storage usage on the main Teams site and you have to open each one manually to see each channel usage.  We have over 20 private channel sites so I had to export each private channel to Excel then add up those totals.  


Even with doing that, the GUI (for example) shows usage of one Private Channel being 577Gb but when exported is 620059188401 which it says is GB but clearly is bytes.  That's actually 620 Gb so the screen and export don't even match.

If I now add up what the export from SharePoint Admin Active Sites plus the Private Channel exports, it shows we are using 4,016 which doesn't match anything and is much more than our storage allotment.


Can we not go one place to find accurate storage metrics?  We need to see which sites are using all of the data so if we have to spend the $$$ to get more, it needs to be allocated to that department etc.


3 Replies
One of the reasons your storage calculations does not match with what you see from the SharePoint center is because of this:
When you buy licenses (add-ons) for a user and assign it, a certain GB is added to ur SharePoint storage by default and your storage will keep increasing in the admin center, but there is a problem when a license expires or is removed from a user account, that amount of storage is almost meant to be removed from the admin center, so the admin center remains the same amount but internally it will be decreased because a license has been deallocated or expired.

So when the internal clock senses the tenant storage is filled it notifies the admin.

To get an accurate report on your storage, you will need to extract all your tenant licenses and add-ons, currently active, and do the math. This will give you accurate data.

please note that the report you get via excel from the admin center is always accurate but the display on the admin center for the tenant storage might not be accurate as it doesn't synchronize always.

To be perfectly sure, you can open a support ticket with Microsoft and they will get you the exact tenant storage and the breakdown you can also ask how you can calculate your tenant storage based on your licenses and add-ons.

I hope this is helpful.

I have a ticket open with Microsoft. 4 days and no solution other than "the SharePoint Admin Centre is not accurate."

My issue is not with what storage we OWN or are allocated to use as a max. My issue is what we are USING.

Okay, Green, 

I had to go back and read the last paragraph of your query, you will like to know the sites that use the biggest amount of storage.


This is what I will suggest, 

Navigate to the SharePoint admin center (Modern Experience) and filter it with the largest sites and that should display the page in top-down of sites with the highest usage, after doing this you can visit the site itself to pick well-detailed storage metrics once you a site collection admin on the site.

As for the support request with Microsoft, I will advise you to write back to them.