SharePoint list statistics report

What is the List Statistics report in SharePoint Manager Plus?

ManageEngine SharePoint Manager Plus helps administrators review SharePoint list growth, activity, and configuration from a centralized SharePoint reporting console. The List Statistics report provides detailed metrics for SharePoint lists across your sites, helping administrators measure size, activity, and configuration in one place.

This report covers attributes such as site name, list name, list URL, base type, creation date, item count, list size, and last item modified date, along with other key SharePoint list properties.

Why you need the List Statistics report

Every SharePoint list in your environment stores content, defines structure, and consumes storage. Without centralized visibility or timely review, lists can grow unchecked, approach query-performance thresholds, or drift from governance standards.

Native SharePoint tools do not provide a simple tenant-wide or farm-wide view of list statistics across all sites. What's needed is a report on list statistics, like the one from SharePoint Manager Plus, which helps you review list-level data in one place before growth, activity, or configuration issues become harder to manage.

• Monitor item growth against query limits: Use the Items Count attribute to identify lists approaching or exceeding the list view threshold, then review indexing, filtering, or content organization to maintain performance.
• Optimize storage allocation: Sort lists by List Size, Files Count, and Folders Count to identify the heaviest consumers in your sites and prioritize archival, version trimming, or library restructuring.
• Audit lists with unique permissions: Filter for lists where Unique Permission is enabled to detect permission inheritance breaks, then review and standardize access where governance has drifted from approved baselines.
• Identify stale and abandoned lists: Use Last Item Modified Date to find lists with no recent activity, making them candidates for owner review, archival, or decommissioning.
• Verify governance baselines on every list: Confirm that Versioning Enabled, Attachments Enabled, Folder Creation Enabled, and Minor Versions Enabled match your governance policy for each Base Type, and remediate the lists that deviate.

What does the List Statistics report show?

Using SharePoint Manager Plus, you can filter list statistics with the following fields:

• Microsoft 365 Tenant/Farm: Select the specific tenant or farm where you want to analyze list statistics across SharePoint sites.
• Site: Filter by a specific SharePoint site to scope the report to lists residing within that site collection.

The List Statistics report displays the following details for every list.

Native SharePoint admin portals and PowerShell versus SharePoint Manager Plus

In the SharePoint admin center, administrators can open a site, navigate to Site contents, and inspect lists one at a time to view item counts and basic settings. This works for individual lists, but it does not provide an environment-wide report for reviewing list statistics across all sites in one place.

PowerShell can retrieve list-level metrics such as item counts and storage data across multiple sites, but it still requires scripting skills, module maintenance, and extra effort to format, schedule, and share the output. That makes it less practical for teams that need repeatable, review-ready reporting.

Benefits of SharePoint Manager Plus' List Statistics report over SharePoint reports

With SharePoint Manager Plus, administrators can review list statistics from a centralized console, apply filters, export findings, and automate report delivery without relying on custom scripts.

Features that enhance the List Statistics report

SharePoint Manager Plus provides several built-in tools to help you manage, automate, and act on the insights from the List Statistics report:

• Export reports: Download the List Statistics report in CSV, PDF, HTML, or XLSX formats for storage planning reviews, compliance audits, and offline records.
• Automated report generation: Schedule the List Statistics report to run daily, weekly, or monthly to monitor list growth and threshold proximity without manual effort.
• SharePoint alerts for list changes: Configure instant alerts to notify administrators when a list breaks inheritance, has its permissions changed, or shows other signs of unexpected activity.
• Bulk list permission management: Use SharePoint Manager Plus to update permissions on flagged lists with unique permissions directly from the SharePoint Manager Plus interface, without writing scripts.
• Custom reports: Build saved views that filter lists by base type, item count thresholds, versioning state, or modification recency, giving you a tailored statistics workspace for each governance scenario.

Reports that complement the List Statistics report

If you are auditing SharePoint list health and content governance, SharePoint Manager Plus provides several other reports that complement the data found in the List Statistics report:

• List Permissions report: Drill into lists flagged with unique permissions to review who has access at the list and item level, helping you tighten access control where it has drifted.
• Site Statistics report: Pair list-level size data with site-level storage trends to spot the lists and libraries driving consumption inside each site collection.
• External sharing report: Identify lists shared with external users along with the sharing links involved, so you can flag oversharing risks tied to lists surfaced in the List Statistics report.
• Document Library report: Extend list-level statistics to libraries with attributes such as file counts, folder counts, and checked-out documents to manage content sprawl.

Other features of SharePoint Manager Plus

• SharePoint management: Grant, remove, or copy SharePoint permissions, and manage group members in bulk without relying on complex scripts, simplifying your SharePoint administration.
• SharePoint reporting: Access over 140 prebuilt and custom reports for SharePoint, including permissions, site usage, content inventory, and security insights—all from a centralized dashboard.
• SharePoint auditing: Maintain a comprehensive, searchable audit trail of all activities across your SharePoint environment, including user actions, permission changes, and content modifications.
• SharePoint alerting: Get real-time alerts on critical events such as permission changes, suspicious user activities, site access anomalies, and policy violations.
• Delegated administration: Empower help desk technicians with granular, role-based access to perform specific SharePoint administrative tasks, without elevating native privileges.
• SharePoint migration: Simplify SharePoint migration by enabling seamless content and permission migration across sites and tenants, with minimal downtime and full visibility into migration progress.