Managing Data Sprawl: An MSPs Guide for Monitoring Microsoft 365 Data Usage

This article is the third in a 3-part series:
Understanding Data Sprawl > Navigating Data Sprawl > Managing Data Sprawl

Today, data sprawl has become a formidable challenge in modern business, and as an MSP, you may be well aware of the complexities surrounding data management, especially within Microsoft 365 environments. With the exponential growth of data, it is important to empower your customers with the knowledge to understand how much corporate data is being created and the need to protect this information.

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Understanding data sprawl in Microsoft 365 

Data sprawl refers to the uncontrolled growth of data across various platforms and applications that often result in inefficiency and increased security risks. Within Microsoft 365, this is particularly prevalent due to the seamless integration of multiple productivity tools such as Exchange Online, SharePoint Online, and OneDrive.

As businesses leverage these tools for collaboration and communication, the volume of data generated and stored within Microsoft 365 continues to escalate. Without proper management, organizations risk losing track of their data, which leads to compliance issues, data breaches, and operational disruptions.

Monitoring data usage in Microsoft 365 

To combat data sprawl effectively, MSPs must equip themselves with the tools necessary to monitor data usage within Microsoft 365. One fundamental aspect of this process is understanding how to check the amount of data stored across different services and applications.

Microsoft 365 provides built-in tools and reports that enable administrators to gain insights into data usage, storage allocation, and user activity. By navigating through the Microsoft 365 Admin Center, MSPs can access detailed metrics and analytics, including:

  • Exchange Online mailbox usage
  • SharePoint and OneDrive For Business storage metrics

Watch this step-by-step walk through to learn how to navigate the Microsoft 365 Admin Center to view how much data your customers are using:

By following these steps, MSPs can effectively leverage the reporting capabilities within the Microsoft 365 Admin Center to gain valuable insights into data usage and proactively address data sprawl issues for their customers.

While the above process can be cumbersome to do across many customers, many MSPS take advantage of automation solutions like SkyKick Security Manager to access these insights at scale.

Guiding customers on their data protection

Armed with data usage insights, you can better engage your customers on the importance of data protection and risk mitigation strategies. It is good to focus on where data is increasing most rapidly. The truth is, that data can be created anywhere, and the advantage of backup lies in its comprehensive coverage across the entire Microsoft 365 platform.

As a leading backup and recovery solution, SkyKick offers MSPs a comprehensive platform to safeguard their customers’ data against loss, corruption, and cyber threats. By seamlessly integrating with Microsoft 365, SkyKick ensures continuous data protection, granular recovery options, and centralized management capabilities.

SkyKick Cloud Backup offers comprehensive coverage of Microsoft 365 productivity data including Exchange Online, SharePoint Online & OneDrive for Business. Additionally, SkyKick also provides the ability to protect newer Microsoft 365 workloads including Teams Chat and Planner. By combining the flexible licensing options with the insights on data – you can ensure that you are protecting your customer irrespective of where they are in their Microsoft 365 journey.

Data driven conversations lead to protected customers

Effective management of Microsoft 365 data is essential for combating data sprawl and safeguarding organizational assets. By leveraging tools to monitor data usage, educating customers on data protection best practices, and partnering with comprehensive solutions like SkyKick Cloud Backup, you can empower your customers to navigate the complexities of data sprawl with confidence.

Learn more about Cloud Backup