Microsoft Storage Reporting: Splunk Dashboard

Overview:

The Microsoft storage dashboard in Splunk lets you see how much storage your college or division is using across different tools - SharePoint, OneDrive, and Exchange (Outlook) - and what is taking up the most space.

How to Access:

Please note: You must be connected to the Campus VPN or VDI to access the dashboard.

Using the Dashboard:

Note: Dashboard data refreshes monthly. Microsoft data will be pulled the 1st of the month and the Splunk dashboard will update the following business day.  

  1. Select the appropriate Division using the upper left drop-down menu.

  2. Viewing Overview Information: 

    • Total Usage: How much data (in GB) your unit is using across OneDrive, SharePoint, and Exchange. 

    • Yearly Cost: How much your division’s storage consumption will cost the University based on current Microsoft’s new pricing model.  

    • Details and Graph: 

      • How many GB of storage your college is using, broken down by tool: SharePoint, Exchange, and OneDrive.  

  3. Viewing Drilldowns:

    • The SharePoint, OneDrive, and Exchange drilldown charts help you target what is taking up the most space in each tool.  

    • Select any column header to sort the data in a chart. You can also export a CSV to see all items (see next step). 

    • Note: Why am I seeing SharePoint sites from other colleges?

      • If a SharePoint site has owners from different divisions, the GB used will be split among these divisions and will appear under both divisions' drop-downs.

      • For example, if the SharePoint site Recruiting takes up 100GB of space and has an owner from the College of Business and Student Affairs, it will show up as "50GB used" in the drop-downs for both of these units.

  4. Exporting information from Splunk

    • It may be useful for your de-cluttering process to export certain information from the Splunk Dashboard. There are two ways to do this, either exporting a single drilldown, or an entire page.

      • It is important to think about use case when exporting large sets of data. Please consider if an entire data set is truly needed, and be sure to utilize this information carefully and with discretion.

    • Exporting a Drilldown: 

      • Hover over the bottom right-hand of the panel that you want to export.

      • A toolbar will appear with several icons. Select the export button (down arrow). 

      • In the Export Results pop-up window, select your preferred file format: CSV, XML or JSON. You can also name your file through this screen

      • Select the Export button, and the file will be downloaded to your computer. 

    • Exporting a Dashboard

      • If you wish to download the data from a dashboard view, select the Export drop-down in the top right-hand corner of the dashboard. 

      • This will export the data you see presented in the dashboard. If you need another division’s information, you will need to change the division via the dropdown and export again.

      • The resulting data will be presented as a PDF.

  5. Viewing Change Over Time:

    • Navigate to the bottom of the report. 

    • Under Total Change Since Previous Report, you’ll see a figure showing how your total storage usage has changed since the report last ran.  

 

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