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SPO File Version History Report
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AdminDroid
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File Version History Report/GetFileVersionHistoryReport.ps1
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File Version History Report/GetFileVersionHistoryReport.ps1
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<#
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=============================================================================================
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Name: Export SharePoint Online File Version History Report Using PowerShell
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Version: 1.0
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website: o365reports.com
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~~~~~~~~~~~~~~~~~~
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Script Highlights:
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~~~~~~~~~~~~~~~~~~
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1. Retrieves file version history for all documents in a site.
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2. Exports file version history for a list of sites.
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3. Exports version history information for files uploaded by a specific user.
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4. Finds files with larger version history based on your input.
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5. File size can be exported in preferred units such as MB, KB, B, and GB.
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6. Automatically installs the PnP PowerShell module (if not installed already) upon your confirmation.
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7. The script can be executed with an MFA-enabled account too.
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8. Exports report results as a CSV file.
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9. The script is scheduler friendly.
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10. It can be executed with certificate-based authentication (CBA) too.
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For detailed Script execution: https://o365reports.com/2024/06/20/export-sharepoint-online-file-version-history-report-using-powershell/
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============================================================================================
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#>
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Param
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(
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[Parameter(Mandatory = $false)]
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[string]$AdminName,
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[string]$Password,
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[String] $ClientId,
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[String] $CertificateThumbprint,
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[String] $TenantName,
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[string]$SiteUrl,
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[int]$VersionCount = -1,
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[string]$ImportCsv,
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[string]$UserId,
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[ValidateSet('GB', 'MB', 'KB', 'B')]
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[string]$Unit
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)
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Function Installation-Module{
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$Module = Get-InstalledModule -Name PnP.PowerShell -RequiredVersion 1.12.0 -ErrorAction SilentlyContinue
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If($Module -eq $null){
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Write-Host PnP PowerShell Module is not available -ForegroundColor Yellow
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$Confirm = Read-Host Are you sure you want to install module? [Yy] Yes [Nn] No
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If($Confirm -match "[yY]") {
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Write-Host "Installing PnP PowerShell module..."
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Install-Module PnP.PowerShell -RequiredVersion 1.12.0 -Force -AllowClobber -Scope CurrentUser
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Import-Module -Name Pnp.Powershell -RequiredVersion 1.12.0
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}
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Else{
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Write-Host PnP PowerShell module is required to connect SharePoint Online.Please install module using Install-Module PnP.PowerShell cmdlet.
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Exit
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}
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}
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Write-Host `nConnecting to SharePoint Online...
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}
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Function Connection-Module{
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param
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(
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[Parameter(Mandatory = $true)]
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[String] $Url
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)
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if(($AdminName -ne "") -and ($Password -ne ""))
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{
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$SecuredPassword = ConvertTo-SecureString -AsPlainText $Password -Force
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$Credential = New-Object System.Management.Automation.PSCredential $AdminName,$SecuredPassword
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Connect-PnPOnline -Url $Url -Credential $Credential
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}
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elseif($TenantName -ne "" -and $ClientId -ne "" -and $CertificateThumbprint -ne "")
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{
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Connect-PnPOnline -Url $Url -ClientId $ClientId -Thumbprint $CertificateThumbprint -Tenant "$TenantName.onmicrosoft.com"
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}
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else
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{
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Connect-PnPOnline -Url $Url -interactive
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}
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}
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Function Convert-Bytes {
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$Bytes = switch ($Unit.ToUpper()) {
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'GB' { 1GB }
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'MB' { 1MB }
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'KB' { 1KB }
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'B' { 1 }
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Default {
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Write-Host "Invalid unit is provided. csv will display file sizes in megabyte"
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1MB
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}
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}
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return $Bytes
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}
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Function HumanReadableByteSize ($Size) {
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Switch ($Size) {
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{$_ -gt 1TB} {$Size = ($Size / 1TB).ToString("n2") + " TB";break}
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{$_ -gt 1GB} {$Size = ($Size / 1GB).ToString("n2") + " GB";break}
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{$_ -gt 1MB} {$Size = ($Size / 1MB).ToString("n2") + " MB";break}
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{$_ -gt 1KB} {$Size = ($Size / 1KB).ToString("n2") + " KB";break}
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default {$Size = "$Size B"}
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}
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Return $Size
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}
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Function Store-FileVersionInformation($FileItem){
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write-host $fileItem.FieldValues.FileRef -f Green
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If($Versions.Count -ge $VersionCount){
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$VersionSize = $Versions | Measure-Object -Property Size -Sum | Select-Object -expand Sum
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$VersionSize = [Math]::Round(($VersionSize/$bytes),2)
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$FileSize = [Math]::Round(($FileItem.FieldValues.File_x0020_Size/$Bytes),2)
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$TotalFileSize = $FileSize + $VersionSize
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$FileVersionData = [PSCustomObject][Ordered]@{
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"Site" = $Site
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"Library" = $List.Title
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"File Name" = $FileItem.FieldValues.FileLeafRef
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"File URL" = $File.ServerRelativeUrl
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"Major Versions" = $File.MajorVersion
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"Minor Versions" = $file.MinorVersion
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"Versions Count" = $Versions.Count
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"File Size" = HumanReadableByteSize ($FileSize*$Bytes)
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"Version History Size" = HumanReadableByteSize ($VersionSize*$Bytes)
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"Total File Size" = HumanReadableByteSize ($TotalFileSize*$Bytes)
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"File Size ($unit)" = $FileSize
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"Version History Size ($unit) " = $VersionSize
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"Total File Size ($unit)" = $TotalFileSize
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"Created By" = $FileItem.FieldValues.Author.Email
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"Created Date" = $File.TimeCreated
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"Modified By" = $FileItem.FieldValues.Editor.Email
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"Last Modified" = $file.TimeLastModified
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}
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$FileVersionData | Export-Csv -Path $ReportOutput -NoTypeInformation -Append -force
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$Global:ItemCount++
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}
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}
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Function Get-SiteFileVersion($DocumentLibraries){
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ForEach($List in $DocumentLibraries)
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{
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$Files = Get-PnPListItem -List $List -PageSize 2000 -Fields File_x0020_Size, FileRef, Author | Where {$_.FileSystemObjectType -eq "File"}
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Foreach($FileItem in $Files){
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Write-Progress -Activity ("Site : "+$Site +" | List : "+$List.Title) -Status ("Processing Item: "+$FileItem.FieldValues.FileLeafRef)
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$File = Get-PnPProperty -ClientObject $FileItem -Property File
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$Versions = Get-PnPProperty -ClientObject $File -Property Versions
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If($UserId -ne "" -and $UserId -eq $FileItem.FieldValues.Author.Email){
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Store-FileVersionInformation $FileItem
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}
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ElseIf($UserId -eq ""){
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Store-FileVersionInformation $FileItem
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}
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}
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}
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}
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If($Unit -ne ""){
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$Bytes = Convert-Bytes
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}
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else{
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Write-Host -f cyan "Note: By default file sizes will be shown in MB."
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Write-Host -f cyan "You can specify the unit[B, KB, MB, GB] by passing the desired unit using '-Unit' argument."
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$Bytes = 1MB
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$Unit = "MB"
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}
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Installation-Module
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$timestamp = Get-Date -Format "yyyy-MM-dd_HH-mm-ss"
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$ReportOutput = "$PSScriptRoot\SPO File Version History Report $timestamp.csv"
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$Global:ItemCount = 0
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If($ImportCsv -ne ""){
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$ListOfSites = Import-csv -Path $ImportCsv
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Foreach($Site in $ListOfSites){
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Connection-Module -Url $Site.SiteUrl
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$Site = (Get-PnPWeb | Select Title).Title
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$ExcludedLists = @("Form Templates","Style Library","Site Assets","Site Pages", "Preservation Hold Library", "Pages", "Images",
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"Site Collection Documents", "Site Collection Images")
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$DocumentLibraries = Get-PnPList | Where-Object {$_.Hidden -eq $False -and $_.Title -notin $ExcludedLists -and $_.BaseType -eq "DocumentLibrary"}
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Get-SiteFileVersion $DocumentLibraries
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Disconnect-PnPOnline
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}
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}
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Else{
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If($SiteUrl -eq ""){
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$SiteUrl = Read-Host "Site Url "
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}
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Connection-Module -Url $SiteUrl
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$Site = (Get-PnPWeb | Select Title).Title
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$ExcludedLists = @("Form Templates","Style Library","Site Assets","Site Pages", "Preservation Hold Library", "Pages", "Images",
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"Site Collection Documents", "Site Collection Images")
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$DocumentLibraries = Get-PnPList | Where-Object {$_.Hidden -eq $False -and $_.Title -notin $ExcludedLists -and $_.BaseType -eq "DocumentLibrary"}
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Get-SiteFileVersion $DocumentLibraries
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Disconnect-PnPOnline
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}
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if((Test-Path -Path $ReportOutput) -eq "True")
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{
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Write-Host `nThe output file contains $Global:ItemCount files
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Write-Host `n The Output file availble in: -NoNewline -ForegroundColor Yellow
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Write-Host $OutputCSV
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Write-Host `n~~ Script prepared by AdminDroid Community ~~`n -ForegroundColor Green
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Write-Host "~~ Check out " -NoNewline -ForegroundColor Green; Write-Host "admindroid.com" -ForegroundColor Yellow -NoNewline; Write-Host " to get access to 1800+ Microsoft 365 reports. ~~" -ForegroundColor Green `n`n
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$Prompt = New-Object -ComObject wscript.shell
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$UserInput = $Prompt.popup("Do you want to open output file?",`
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0,"Open Output File",4)
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If ($UserInput -eq 6)
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{
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Invoke-Item "$ReportOutput"
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}
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}
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else{
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Write-Host -f Yellow "No Records Found"
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}
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