Inventory report
Every list and library, as its default view
The closest thing to "export this site to Excel". Pick the sites you care about and every list and library on them comes back as its own worksheet, showing the columns its default view shows. If you have ever been asked what is actually in a site before signing off a migration or a decommission, this is the report that answers it.
What it tells you
- What lists and libraries exist across the sites you picked, including subsites.
- What is in each of them, column for column, exactly as the default view presents it.
- Where a file sits, without reading a URL: a library whose default view shows folders gets one column per folder level, so the path reads across the row.
- How many folders and files each list holds, and whether the sheet had to be cut short.
How it runs
- Sign in and pick your sites. Clicking the tile asks which account to use and how to connect, signs you in if you are not already, and drops you straight on the site list. No feature page asks you to connect a second time. Tick whole sites, or paste a site URL if tenant-wide listing is not available to you.
- Choose what to include. Lists, libraries or both. Subsites are optional and recursive. Hidden lists are excluded unless you ask for them.
- It reads each list. One pass per list, using the default view's columns. Large lists are read in pages so the 5,000 item view threshold does not stop the run.
- Save the workbook. You choose where it goes. ShareMaster also keeps its own copy, so History can hand it back later.
How it works
The sites you pick are read one at a time. With subsites included, every subsite below them is found level by level and each one is read once. For each site the lists and libraries are listed first and filtered by your options: hidden lists are left out unless you ask for them, and the standard system libraries (Site Assets, Site Pages, Pages, Style Library and Form Templates) are left out by default. The remaining lists are then read one after another.
For each list it reads the columns and the default view before any items. The view decides the columns on the tab. If the view has no columns that can be reported, the tab falls back to the title, the modified date and who modified it, and says so. A column the view groups by comes first, and folder columns are added only when the default view shows folders. Items are read in pages in item order, which is what keeps a list over 5,000 items readable, and are then sorted so the files at the library root come first, followed by each folder in path order.
For a library every row carries two sizes from the same read: the current file, and the total including every retained version. On a library whose view already uses a lot of lookup columns the sizes are left off so the read can still run, and the sheet notes it. Recycle bin contents are not counted.
A row that cannot be read is counted and noted against its list rather than stopping the run, and a list that comes back short or only partly read is flagged on the Summary sheet. A list that cannot be read at all is recorded as skipped and the run moves on. A list with no items appears on Summary but gets no tab of its own. When the run finishes the workbook goes into History straight away, before you are asked where to save it.
What you get
An Excel workbook, named like contoso-inventory-report-20260901-142207.xlsx, kept in Report History whether or not you save it. One worksheet per list or library, plus a Summary that indexes them. The Sheet column on Summary is the tab name, so a hundred-tab workbook is still navigable.
Summary sheet
The run, and one row per list so you can find the tab you want.
| Column | Example |
|---|---|
| Sheet | Shared Documents |
| Web | Contoso Projects |
| Web URL | https://contoso.sharepoint.com/sites/projects |
| List / library | Shared Documents |
| Kind | Library |
| Default view | All Documents |
| Folders count | 312 |
| Files count | 8,441 |
| Truncated | No |
| Notes |
Shared Documents sheet
One tab per list, carrying that list's own default-view columns.
| Column | Example |
|---|---|
| Folder 1 | Clients |
| Folder 2 | Northwind |
| Name | Statement of work.docx |
| Modified | 2026-08-14 09:21 |
| Modified By | Dana Reyes |
| File Size | 482 KB |
What you need
- Read access to the sites you pick. Nothing more.
- Listing every site in the tenant needs the SharePoint administrator role. Without it, paste the site URLs instead. The box is always on the picker.
What it will not do
- It reports the default view, not every column on the list. A column nobody put on the default view will not appear.
- A very large list is written up to the sheet's row cap and the Summary sheet says so in the Truncated column. It is never silently cut.
- It reads item metadata, not file contents. Nothing is downloaded.