Generating Data Management Reports

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This course explores Microsoft Cloud App Security, including what it is, what it offers, and how it's configured. You'll learn about Cloud Discovery and how to configure Microsoft Cloud App Security. You’ll learn about access policies, policy templates, and how to manage OAuth apps, before diving into Cloud App Security log uploads.

We'll also look at app connectors and at the Cloud App Catalog before moving on to the Cloud App Security dashboard and ways to manage alerts. Finally, we'll cover data management reports.

Learning Objectives

  • Get a solid understanding of Microsoft Cloud App Security including what it is, what it offers, and how it's configured
  • Learn how to set up access policies and access templates
  • Learn how to manage OAuth apps and Cloud App Security uploads
  • Understand how app connectors and the Cloud App Catalog add security to your apps
  • Learn about Cloud App Security dashboard, how to manage alerts, and how to generate management reports

Intended Audience

This course is intended for those who wish to learn how to use Cloud App Security in Microsoft 365.


To get the most out of this course, you should already have some basic knowledge of Microsoft 365.


Welcome to Data Management reports.

Using Microsoft Cloud App Security, you can generate reports that provide an overview of files in your cloud apps.

As you can see in the image on your screen, you can click the vertical ellipsis in the upper right corner of the screen to do so. Under Data Management Reports, you can run a Data Sharing Overview report, an Outbound Sharing by Domain report, or a report on Owners of Shared Files.

The Data Sharing Overview report lists the number of files, broken down by access permissions, that are stored in each of your cloud apps. 

The Outbound Sharing by Domain report displays the different domains that your employees have shared corporate files with. The report also shows which files are shared, which users are sharing those files with each domain, and who the collaborator files are shared with. 

The Owners of Shared Files report shows which users are sharing corporate files with the outside world. If this report turns up a user who shares an inordinate number of files, you probably want to poke around and find out why. To investigate, you can use the Files tab. You can then contact the user to discuss their external sharing activities.


Like most other features of Cloud App Security, the data management reports are an important tool that you can use to gain visibility into your organization. 

About the Author
Learning Paths

Tom is a 25+ year veteran of the IT industry, having worked in environments as large as 40k seats and as small as 50 seats. Throughout the course of a long an interesting career, he has built an in-depth skillset that spans numerous IT disciplines. Tom has designed and architected small, large, and global IT solutions.

In addition to the Cloud Platform and Infrastructure MCSE certification, Tom also carries several other Microsoft certifications. His ability to see things from a strategic perspective allows Tom to architect solutions that closely align with business needs.

In his spare time, Tom enjoys camping, fishing, and playing poker.