<#
=============================================================================================
Name:         Export SharePoint Online File Version History Report Using PowerShell    
Version:      2.0
website:      o365reports.com

~~~~~~~~~~~~~~~~~~
Script Highlights:
~~~~~~~~~~~~~~~~~~
1. Retrieves file version history for all documents in a site. 
2. Exports file version history for a list of sites. 
3. Exports version history information for files uploaded by a specific user. 
4. Finds files with larger version history based on your input. 
5. File size can be exported in preferred units such as MB, KB, B, and GB. 
6. Automatically installs the PnP PowerShell module (if not installed already) upon your confirmation. 
7. The script can be executed with an MFA-enabled account too. 
8. Exports report results as a CSV file. 
9. The script is scheduler friendly. 
10. It can be executed with certificate-based authentication (CBA) too. 

For detailed Script execution: https://o365reports.com/2024/06/20/export-sharepoint-online-file-version-history-report-using-powershell/

~~~~~~~~~
Change Log:
~~~~~~~~~
  V1.0 (Jun 20, 2024) - File created
  V2.0 (Dec 29, 2025) - Handled ClientId requirement for SharePoint PnP PowerShell module and made minor usability changes

============================================================================================
#>
Param
(
    [Parameter(Mandatory = $false)]
    [string]$AdminName,
    [string]$Password,
    [String]$ClientId,
    [String]$CertificateThumbprint,
    [String]$TenantName,
    [string]$SiteUrl,
    [int]$VersionCount = -1,
    [string]$ImportCsv,
    [string]$UserId,
    [ValidateSet('GB', 'MB', 'KB', 'B')]
    [string]$Unit
)

#Check for SharePoint PnPPowerShellOnline module availability
Function Installation-Module
{
 $Module = Get-InstalledModule -Name PnP.PowerShell -MinimumVersion 1.12.0 -ErrorAction SilentlyContinue
 If($Module -eq $null)
 {
  Write-Host SharePoint PnP PowerShell Module is not available -ForegroundColor Yellow
  $Confirm = Read-Host Are you sure you want to install module? [Yy] Yes [Nn] No
  If($Confirm -match "[yY]") 
  { 
   Write-Host "Installing PnP PowerShell module..."
   Install-Module PnP.PowerShell -Force -AllowClobber -Scope CurrentUser
   Import-Module -Name Pnp.Powershell        
  } 
  Else
  { 
   Write-Host "PnP PowerShell module is required to connect SharePoint Online.Please install module using 'Install-Module PnP.PowerShell' cmdlet."
   Exit
  }
 }
 Write-Host `nConnecting to SharePoint Online...   
}


Function Connection-Module{
    param
    (
        [Parameter(Mandatory = $true)]
        [String] $Url
    )
    if(($AdminName -ne "") -and ($Password -ne ""))
    {
        $SecuredPassword = ConvertTo-SecureString -AsPlainText $Password -Force
        $Credential  = New-Object System.Management.Automation.PSCredential $AdminName,$SecuredPassword
        Connect-PnPOnline -Url $Url -ClientId $ClientId -Credential $Credential
    }
    elseif($TenantName -ne "" -and $ClientId -ne "" -and $CertificateThumbprint -ne "")
    {
        Connect-PnPOnline -Url $Url -ClientId $ClientId -Thumbprint $CertificateThumbprint  -Tenant "$TenantName.onmicrosoft.com" 
    }
    else
    {
        Connect-PnPOnline -Url $Url -ClientId $ClientId -interactive
           
    }
}


Function Convert-Bytes {
    $Bytes = switch ($Unit.ToUpper()) {
        'GB' { 1GB }
        'MB' { 1MB }
        'KB' { 1KB }
        'B'  { 1 }
        Default {
            Write-Host "Invalid unit is provided. csv will display file sizes in megabyte"
            1MB
        }
    }
    return $Bytes
}


Function HumanReadableByteSize ($Size) {
    Switch ($Size) {
	{$_ -gt 1TB} {$Size = ($Size / 1TB).ToString("n2") + " TB";break}
	{$_ -gt 1GB} {$Size = ($Size / 1GB).ToString("n2") + " GB";break}
	{$_ -gt 1MB} {$Size = ($Size / 1MB).ToString("n2") + " MB";break}
	{$_ -gt 1KB} {$Size = ($Size / 1KB).ToString("n2") + " KB";break}
	default {$Size =  "$Size B"}
	}
Return $Size
}


Function Store-FileVersionInformation($FileItem){
    If($Versions.Count -ge $VersionCount){
        $VersionSize = $Versions | Measure-Object -Property Size -Sum | Select-Object -expand Sum
        $VersionSize = [Math]::Round(($VersionSize/$bytes),2)
        $FileSize = [Math]::Round(($FileItem.FieldValues.File_x0020_Size/$Bytes),2)
        $TotalFileSize = $FileSize + $VersionSize

        $FileVersionData =  [PSCustomObject][Ordered]@{
            "Site Name" = $Site
            "Library" = $List.Title
            "File Name"  = $FileItem.FieldValues.FileLeafRef
            "File URL" = $File.ServerRelativeUrl
            "Major Versions" = $File.MajorVersion
            "Minor Versions" = $file.MinorVersion
            "Versions Count" =  $Versions.Count
            "File Size" = HumanReadableByteSize ($FileSize*$Bytes)
            "Version History Size" = HumanReadableByteSize ($VersionSize*$Bytes)
            "Total File Size" = HumanReadableByteSize ($TotalFileSize*$Bytes)
            "File Size ($unit)" = $FileSize
            "Version History Size ($unit) " = $VersionSize
            "Total File Size ($unit)" = $TotalFileSize
            "Created By" = $FileItem.FieldValues.Author.Email
            "Created Date" = $File.TimeCreated
            "Modified By" = $FileItem.FieldValues.Editor.Email
            "Last Modified" = $file.TimeLastModified
            
        }
        $FileVersionData | Export-Csv -Path $ReportOutput -NoTypeInformation -Append -force
        $Global:ItemCount++
    }        
}


Function Get-SiteFileVersion($DocumentLibraries){
    ForEach($List in $DocumentLibraries)
    {
        $Files = Get-PnPListItem -List $List -PageSize 2000 -Fields File_x0020_Size, FileRef, Author | Where {$_.FileSystemObjectType -eq "File"}
        Foreach($FileItem in $Files){
            Write-Progress -Activity ("Site Name: "+$Site +" | List : "+$List.Title) -Status ("Processing Item: "+$FileItem.FieldValues.FileLeafRef)
            $File = Get-PnPProperty -ClientObject $FileItem  -Property File
            $Versions = Get-PnPProperty -ClientObject $File -Property Versions
            If($UserId -ne "" -and $UserId -eq $FileItem.FieldValues.Author.Email){
                Store-FileVersionInformation $FileItem
            }
            ElseIf($UserId -eq ""){
                Store-FileVersionInformation $FileItem
            }
        }
    }
}

If($Unit -ne ""){
    $Bytes = Convert-Bytes
}
else{
    Write-Host -f cyan "Note: By default file sizes will be shown in MB."
    Write-Host -f cyan "You can specify the unit[B, KB, MB, GB] by passing the desired unit using '-Unit' argument."
    $Bytes = 1MB
    $Unit = "MB"
}


Installation-Module
$timestamp = Get-Date -Format "yyyy-MM-dd_HH-mm-ss"
$ReportOutput = "$(Get-Location)\SPO_File_Version_History_Report_$timestamp.csv"
$Global:ItemCount = 0

if($ClientId -eq "")
{
 $ClientId= Read-Host "ClientId is required to connect PnP PowerShell. Enter ClientId"
}

If($ImportCsv -ne ""){
    $ListOfSites = Import-csv -Path $ImportCsv 
    Foreach($Site in $ListOfSites){
        try{
            Connection-Module -Url $Site.SiteUrl
            $Site = (Get-PnPWeb | Select Title).Title
            $ExcludedLists = @("Form Templates","Style Library","Site Assets","Site Pages", "Preservation Hold Library", "Pages", "Images",
                       "Site Collection Documents", "Site Collection Images")
            $DocumentLibraries = Get-PnPList | Where-Object {$_.Hidden -eq $False -and $_.Title -notin $ExcludedLists -and $_.BaseType -eq "DocumentLibrary"}
            Get-SiteFileVersion $DocumentLibraries
        }
        catch{
            Write-Host "Error occured $($SiteUrl): $($_.Exception.Message)" -Foreground Yellow
        }
    }
    Disconnect-PnPOnline -WarningAction SilentlyContinue
}
Else{
    If($SiteUrl -eq ""){
        $SiteUrl = Read-Host "Site Url " 
    }
    try{
        Connection-Module -Url $SiteUrl
        $Site = (Get-PnPWeb | Select Title).Title 
        $ExcludedLists = @("Form Templates","Style Library","Site Assets","Site Pages", "Preservation Hold Library", "Pages", "Images",
                           "Site Collection Documents", "Site Collection Images")
        $DocumentLibraries = Get-PnPList | Where-Object {$_.Hidden -eq $False -and $_.Title -notin $ExcludedLists -and $_.BaseType -eq "DocumentLibrary"}
        Get-SiteFileVersion $DocumentLibraries
        Disconnect-PnPOnline -WarningAction SilentlyContinue
    }
    catch{
        Write-Host "Error occured $($SiteUrl): $($_.Exception.Message)" -Foreground Yellow
    }
}


if((Test-Path -Path $ReportOutput) -eq "True") 
{
    Write-Host `nThe output file contains $Global:ItemCount records
    Write-Host `n The Output file availble in: $ReportOutput -NoNewline -ForegroundColor Yellow
    $Prompt = New-Object -ComObject wscript.shell   
    $UserInput = $Prompt.popup("Do you want to open output file?",`   
    0,"Open Output File",4)   
    If ($UserInput -eq 6)   
    {   
        Invoke-Item "$ReportOutput"   
    } 
}
else{
    Write-Host -f Yellow "No Records Found"
}

Write-Host `n~~ Script prepared by AdminDroid Community ~~`n -ForegroundColor Green
Write-Host "~~ Check out " -NoNewline -ForegroundColor Green; Write-Host "admindroid.com" -ForegroundColor Yellow -NoNewline;
Write-Host "to access 3,000+ reports and 450+ management actions across your Microsoft 365 environment. ~~" -ForegroundColor Green `n`n