Generate data management reports

Note

Microsoft Defender for Cloud Apps (previously known as Microsoft Cloud App Security) is now part of Microsoft 365 Defender. The Microsoft 365 Defender portal allows security admins to perform their security tasks in one location. This will simplify workflows, and add the functionality of the other Microsoft 365 Defender services. Microsoft 365 Defender will be the home for monitoring and managing security across your Microsoft identities, data, devices, apps, and infrastructure. For more information about these changes, see Microsoft Defender for Cloud Apps in Microsoft 365 Defender.

Note

The data management report will be deprecated by the end of May 2022. Access level granularity per app can be viewed in the Insights tab located in the app's details page.

Microsoft Defender for Cloud Apps enables you to generate reports that provide you with an overview of files in your cloud apps.

To generate these reports

  1. Go to Files.

  2. In the upper right-hand corner, select the three dots and under Data management reports, and then select one of the following reports.

    Screenshot showing Data management reports menu.

Data sharing overview

This report lists the number of files, by access permissions, stored in each of your cloud apps. Sharing files has been made easy with cloud apps because of the ease of access and ubiquity. A Private file isn't shared with anyone except its owner. If the file is shared, Defender for Cloud Apps differentiates between four types of states:

  • A Publicly shared (Internet) file is a file that can be accessed without any authentication, even through a search engine result.
  • A Publicly shared file is a file that can be accessed without any authentication, using a link.
  • An Externally shared file is a file that can be accessed by individuals outside the organization, after authenticating themselves to the cloud app.
  • An Internally shared file is a file that can be accessed by all or some users in your organization.

Outbound sharing by domain

This report lists the domains with which corporate files are shared by your employees. For each domain, the report shows which users are sharing files with that domain. The report also shows which files are shared and who the collaborator files are shared with. It's recommended that you manage the sharing with these domains. You can manage the sharing via the files tab in the app page of each relevant app.

Owners of shared files

This lists users who are sharing corporate files with the outside world. Externally shared files are files shared with specific external collaborators. Publicly shared files are accessible to anyone on the Internet, via a private link. These files can only be found by people who explicitly have the link. Publicly shared files (Internet) are accessible to anyone on the Internet even through a search engine result. If you find users that share an excessive number of files, it's recommended you investigate why. You can investigate using the Files tab and then contact these users to further understand their usage of external sharing.

Next steps

If you run into any problems, we're here to help. To get assistance or support for your product issue, please open a support ticket.