How To See File Size In Sharepoint

Are you struggling to manage your documents and files in SharePoint? Do you find it difficult to keep track of their sizes? Don’t worry, we’ve got you covered. In this article, we will guide you through the process of easily viewing file sizes in SharePoint, helping you stay organized and efficient in your document management.

What Is SharePoint?

SharePoint is a web-based, collaborative platform that integrates with Microsoft Office. It is primarily used for document management and storage, but its usage varies between organizations as it is highly configurable. SharePoint allows for seamless collaboration and file sharing, making it easier for teams to work together. Additionally, the platform offers security and control to protect sensitive information.

So, what exactly is SharePoint? It is a powerful tool that promotes teamwork and efficient document management.

How To Access SharePoint Files?

• To access your SharePoint files, log in to your account using your credentials.
• Next, navigate to the desired library or folder where the files are located.
• Click on the file you wish to view or download.
• If the file needs to be edited, select the appropriate option to open it in the relevant application.
• Make sure you have the necessary permissions to access and make changes to the files.

What Is File Size?

File size refers to the amount of space a file occupies on a storage medium. It is an important metric that is typically measured in bytes, kilobytes, megabytes, gigabytes, or terabytes. A thorough understanding of file size is essential for effectively managing storage space and ensuring efficient data transfer and backup processes.

How To Check File Size In SharePoint?

In the world of document management, file size is an important factor to consider. When working with SharePoint, it is crucial to know the size of your files in order to effectively manage and organize them. In this section, we will explore three different methods for checking the file size in SharePoint. From using the file size column to accessing the file properties, and even utilizing the site contents page, we will cover everything you need to know about monitoring file size in SharePoint.

1. Using the File Size Column

1. To utilize the ‘File Size’ column, first access your SharePoint library and add it to the view.
2. Next, locate the specific file for which you want to check the size.
3. The file’s size will now be displayed in the ‘File Size’ column.

Pro-tip: Take advantage of the ‘File Size’ column to easily assess the size of files in your SharePoint library, allowing for efficient management and organization.

2. Using the File Properties

1. Locate the file in SharePoint.
2. Right-click on the file to open the context menu.
3. Select ‘Properties’ from the menu options.
4. A window will appear displaying the file properties, including the file size.

3. Using the Site Contents Page

1. Sign in to your SharePoint site using your login information.
2. Navigate to the ‘Site Contents’ page from the menu on the left-hand side.
3. On the ‘Site Contents’ page, you can easily see the size of documents and files listed.

The Site Contents page was introduced in SharePoint 2013 as a central hub for site administrators to efficiently manage all content within their site collections.

What Are The Factors That Affect File Size In SharePoint?

When it comes to storing files in SharePoint, there are several factors that can impact the overall file size. Understanding these factors is crucial for effectively managing your files and optimizing storage space. In this section, we will discuss the various elements that contribute to file size in SharePoint, including the type of file, versioning, metadata, and content approval. By the end, you will have a better understanding of how to manage and monitor file size in SharePoint.

1. File Type

• Identify the type of file by checking its extension or format.
• Ensure smooth functioning by understanding the compatibility of the file type with SharePoint.
• Take into consideration the impact of the file type on storage and access privileges within SharePoint.

Did you know? Different types of files can have different effects on the performance and storage requirements of SharePoint.

2. Versioning

1. Enable Versioning: To utilize the versioning feature, access the document library settings, choose versioning settings, and select ‘create major and minor (draft) versions’ or ‘create major versions’ based on your specific needs.
2. Set Number of Versions: Effectively manage storage space by determining the number of versions to retain.
3. Review and Restore Versions: Easily navigate to the version history of the document, review any changes made, and restore a previous version if necessary.

3. Metadata

1. Assign Metadata: Define and assign relevant metadata such as document type, author, creation date, and keywords to enhance search and categorization.
2. Utilize Managed Metadata: Use managed metadata to ensure consistency and accuracy in tagging documents across the SharePoint environment.
3. Train Users: Educate and train users on the importance of metadata, encouraging them to consistently apply metadata, including the use of metadata, to documents they upload.

4. Content Approval

• Ensure the document complies with organizational standards.
• Verify that the content aligns with company policies and regulations.
• Review for accuracy, relevance, and completeness.
• Approve or reject the document based on the assessment of Content Approval.

How To Reduce File Size In SharePoint?

As a user of SharePoint, it is important to understand how to manage and reduce the file size of your documents and files. In this section, we will discuss effective methods for reducing file size in SharePoint. These include compressing files, deleting unused versions, and utilizing external storage options. By implementing these techniques, you can optimize your storage space and improve the overall efficiency of your SharePoint experience.

1. Compressing Files

1. Identify large files consuming significant space.
2. Utilize file compression tools like WinZip or 7-Zip to compress files and reduce their size.
3. Consider converting files to more space-efficient formats such as PDF or MP3.

Pro-tip: Regularly audit and compress files to optimize storage and improve SharePoint performance.

2. Deleting Unused Versions

• Identify Versions: Access file properties and review version history in SharePoint.
• Evaluate Necessity: Determine if older versions are essential for reference or compliance.
• Delete Unused Versions: Select specific versions for deletion to free up storage space.
• Document Changes: Record the reason for version removal in SharePoint for future traceability.

3. Using External Storage

• Assess storage needs: Determine the amount of data to be stored externally and the frequency of access.
• Choose a reliable provider: Select a reputable external storage service, such as Google Drive, Dropbox, or OneDrive.
• Implement data migration: Transfer files from SharePoint to the chosen external storage platform.
• Set up access permissions: Configure access rights for users to ensure data security and integrity.

What Are The Alternatives To SharePoint For File Storage?

While SharePoint is a popular and effective platform for file storage, it may not be the best fit for everyone. In this section, we will discuss alternative options for storing files and documents. We will explore the features and benefits of Google Drive, Dropbox, and OneDrive, and how they compare to SharePoint. By the end, you will have a better understanding of the various file storage solutions available and which one may be the right choice for your needs.

1. Google Drive

The cloud-based file storage service, Google Drive, provides seamless access to files from any device. It offers a variety of features, including document editing, file sharing, and collaborative work on documents, spreadsheets, and presentations.

Google Drive was launched by Google on April 24, 2012, offering users 5 GB of free storage, with the option to purchase additional storage.

2. Dropbox

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Dropbox is a widely used file storage service that allows for easy access to files from any device. It offers a variety of features including file syncing, sharing, and cloud storage. With Dropbox, users can easily create, store, and share files and folders. It is a user-friendly alternative to SharePoint, especially for those in need of efficient file storage and sharing solutions.

Suggestions: Consider utilizing Dropbox for streamlined file management. Take advantage of its collaborative features to increase productivity.

3. OneDrive

• Accessing File Size in OneDrive:
  1. Click on the file to view its details and file size.
  2. Right-click on the file, select ‘Properties’, and check the file size.
• Alternatives to OneDrive:
  1. Google Drive: Offers easy file sharing and collaboration.
  2. Dropbox: Provides seamless file syncing and sharing.
  3. OneDrive: Allows users to easily view file sizes and manage storage.

When considering a file storage solution, keep your specific needs and preferences in mind.

Frequently Asked Questions

How do I see the file size in SharePoint?

To view the file size in SharePoint, follow these steps:
1. Navigate to the document library where the file is located.
2. Hover your cursor over the file and a tooltip will appear with basic file information, including the file size.
3. You can also click on the file to open it in the SharePoint document viewer, which will also display the file size in the top right corner.

Can I see the file size of multiple files at once in SharePoint?

Yes, you can see the file size of multiple files at once in SharePoint by:
1. Selecting the files you want to view the size of by clicking the checkbox next to each file.
2. Right-click on one of the selected files and click “Properties” from the dropdown menu.
3. The file properties window will appear, displaying the total file size of all selected files.

Is there a way to see the file size of a document without opening it in SharePoint?

Yes, there is a way to see the file size of a document without opening it in SharePoint:
1. Navigate to the document library where the file is located.
2. Hover your cursor over the file and a tooltip will appear with basic file information, including the file size.
3. You can also view the file size in the “Size” column of the document library, which can be added by clicking on the “Add column” button and selecting “Size” from the dropdown menu.

Can I see the file size of a document in a SharePoint list view?

Yes, you can see the file size of a document in a SharePoint list view by:
1. Creating a list view that includes the “Size” column.
2. To create a list view, click on the “Views” tab in the list ribbon and select “Create View”.
3. Name your view and select the columns you want to include, such as “Size”.
4. Save the view and it will now display the file size of each document in the list.

Why can’t I see the file size in SharePoint?

If you are unable to see the file size in SharePoint, it may be due to the following reasons:
1. Your permission level does not allow you to view file sizes.
2. The file is larger than 50MB, which is the default limit for displaying file sizes in SharePoint.
3. The file is stored in a different location, such as a SharePoint site that you do not have access to.
4. There may be an issue with your browser or internet connection. Try clearing your cache and refreshing the page.

Can I see the file size of a document in SharePoint on my mobile device?

Yes, you can see the file size of a document in SharePoint on your mobile device by accessing SharePoint through your device’s web browser.
1. Navigate to the SharePoint site where the document is located.
2. Tap on the file to open it in the SharePoint document viewer, which will display the file size in the top right corner.
3. You can also view the file size in the “Size” column of the document library, which can be added by tapping on the ellipsis (…) and selecting “Edit Columns”.
4. Save your changes and the “Size” column will now display the file size for each document.