Generate a Microsoft 365 OneDrive Sharing Report for a Specific User

Creating a OneDrive sharing report for an individual user allows administrators or the users themselves to see which files and folders are shared, with whom, and the level of access granted. It can be a technically demanding task, and IT administrators are often responsible for generating these reports to meet audit, security, or compliance requirements. In this guide, we will review the OneDrive sharing report options available through the Microsoft 365 admin portal.

Steps to Generate a OneDrive Sharing Report via Admin Center

Step 1: Sign in and select the user

• Log in to the Microsoft 365 Admin Center using an account with the required administrative permissions.
• Navigate to Users → Active users.
• Search for and select the user whose OneDrive sharing report you want to generate.
• Go to the OneDrive tab and click Create Link to Files to access the user’s shared content.

Note: Creating this link temporarily adds your admin account as a site collection administrator for the user’s OneDrive. For security best practices, remove your access after reviewing the report.

Step 2: Access the user’s OneDrive files

• Once the link is generated, open it to view the user’s OneDrive content.
• Click the Settings (gear) icon and open OneDrive settings.
  

Step 3: Run the sharing report

• Navigate to More settings and select Run sharing report.
• Specify a destination folder in OneDrive where the report will be saved

Note: Report generation time varies depending on the number of files in the user’s OneDrive. If you attempt to run the report again while it is still processing, the system will notify you and provide a link to the folder where the report is being generated.

Step 4:The exported CSV file provides a detailed overview of each item’s sharing information, showing the sharing type and the users or groups it has been shared with, as illustrated below.

Conclusion

Generating a OneDrive sharing report for an individual user is an important step for maintaining security, compliance, and governance in Microsoft 365. Using the Admin Center, IT administrators can quickly create detailed reports that show how files are shared, who has access, and the type of permissions assigned. Regularly reviewing these reports helps identify potential risks, ensure sensitive data remains protected, and maintain the right balance between security and collaboration.