How to report on item and file metadata?

Last updated: 2026-10-13

Create a read-only inventory of SharePoint item and file metadata, add custom fields, and export results for audits and migration comparisons.

Use SharePoint Essentials Toolkit to create a read-only inventory of SharePoint list items and library files, with the metadata fields you need included in the results. The Additional Fields option lets you extend the report beyond its standard columns.

Applies to: SharePoint Essentials Toolkit 2027. The screenshots show Community Edition and use Document ID as an example; the same approach can be used for any metadata field available in the selected list or library.

Why report on metadata?

  • Check data quality: find missing or inconsistent column values, such as an empty department, document type, or project code.

  • Prepare for a migration: capture existing metadata with file paths so you can compare the source and destination.

  • Build a document reference: associate Document IDs or business identifiers with file names, SharePoint paths, and new locations.

  • Review classification: inspect the metadata your organization uses to categorize items and documents.

This task reports existing values; it does not change metadata. It is useful for both document libraries and SharePoint lists.

Before you start

Add the SharePoint site to the toolkit and connect with an account that can read the selected items and columns. Identify the metadata fields you want to include and confirm that they exist in the target list or library. A custom column on one library may not exist on another.

1. Open the item and file inventory task

  1. Open Tasks.

  2. Choose Inventory.

  3. Select Get inventory of items, files, folders, pages (marker 1).

Inventory task picker: Get inventory of items, files, folders, pages is highlighted with marker 1.

2. Choose the items or files to include

Use Sites and Lists & content to select the site and the lists or libraries to inspect. Use Content Filters only when you want a specific subset, such as files matching a date or other condition.

If you need a full inventory, review the job scope, filters, and limits so the report is not restricted to a subset of your content.

3. Add the metadata fields to the report

  1. Select Report in the job options (marker 1 below).

  2. Under Additional Fields, use Specify any additional SharePoint Fields to include in the report to request the metadata you need.

  3. The screenshot shows Document ID (marker 2). Replace this example with the field you want to report on, such as an existing project code, department, or document classification column.

  4. If you want custom columns included automatically, use the Automatically Add SharePoint Custom Fields option instead of relying only on individually requested fields. Check the resulting report to confirm the columns you need are present.

  5. Review Maximum Records to Display. The example shows 50,000; This only affects what is displayed at run-time for performance purposes, the complete report will be loaded once the task is completed.

  6. Click Run Now (marker 3).

Report options showing Additional Fields with Document ID as an example, the automatic custom-fields toggle, and Run Now, with markers 1, 2 and 3.

The screenshot uses Document ID, but the method is not limited to Document IDs. Request the metadata field relevant to your report. Leave Bulk Edit off when you only want to read and export values.

4. Review and export the results

Open the completed job’s results and check the additional metadata columns alongside the item or file information. Use the report’s export options to take the results into a spreadsheet for filtering, reconciliation, or comparison.

Keep identifying columns such as the file name and available URL/path information so each metadata value can be traced back to its source item. Review the job logs and item count before treating the report as complete.

If a value or column is missing

  • Confirm that the field exists on the selected list or library and that the requested field name is correct.

  • Check whether the source item has a value; the inventory does not fill in blank metadata.

  • Verify that your connected account can access the items and their metadata.

  • When reporting across several libraries, account for differences in their column definitions.

  • Check filters, errors, and display/export limits if expected items are missing.

Document ID mapping example

To use metadata for migration or relocation mapping, request Document ID and retain the available file paths in your export. Match that reference with your migration results or destination links. Document IDs, numeric item IDs, and sharing links are different identifiers; verify whether your migration process preserves the identifier you are using.

See How to get all Document IDs for a library? for the focused walkthrough.