Key takeaways
- Egnyte shows total storage under Reports > Dashboard > Storage for an administrator, and the Folder Size Report lists current-file and all-versions sizes in GB for each folder.
- Report the current-files total (Files Total Size in GB); the versions total counts every stored revision and is usually larger.
- Large volumes go through the Egnyte Desktop App, while a web ZIP download stops at 10,000 files, 10 GB and 50,000 folders.
- Egnyte deletes canceled accounts' data, so export first; you don't need to export anything to apply.
01
What is Egnyte data, and why do AI labs and data vendors buy it?
The short answer
Egnyte data is the shared file server a company runs in Egnyte: project folders, drawings, contracts and working documents, kept in the folder structure employees use every day, along with the stored versions of each file. AI labs (companies that build and train AI models) and data vendors (companies that anonymize business records and package them for those labs) buy a copy because a file server shows how a business organizes its work and how each document changes before it is final.
What an Egnyte account holds
Egnyte is a cloud file-sharing service that many companies use in place of an office file server. Employees keep documents in folders that match how the business works, such as one folder per client, job or department. Each person also has a Private folder, a personal space that is not shared with the rest of the company.
Egnyte stores earlier versions of a file each time someone saves a change. A single drawing can therefore exist in a dozen revisions, each saved on a different day.
Why a file server teaches an AI model something
An AI model learns by studying a very large number of examples and finding the patterns in them, and those examples are called training data. Public text mostly shows finished documents. A company file server also shows the earlier drafts, so a model can see how a proposal, a set of plans or a contract changed from the first version to the one that was signed.
The folder structure adds context. Where a file sits tells a data vendor which client, project or team it belongs to. The full mechanism is in AI training data: why AI companies want your company's data.
How Egnyte fits into a dataset
Egnyte is usually one system among several in a company's dataset, next to email, chat and billing records. Companies are paid $100K to $2M or more per dataset, according to micro1, the data vendor we typically refer companies to. The price covers the whole dataset, not each app on its own, and what your data is worth explains what moves it.
02
Where does Egnyte show how much data you have?
The short answer
An Egnyte administrator opens Reports, then the Dashboard, then the Storage tab to see total storage, growth and the size of users' private folders. The Folder Size Report in the Reports Center adds file counts and sizes in gigabytes (GB) for each folder. Report the current-files total in GB.
How to read your storage total
Egnyte explains the Dashboard in its article on seeing how much space you have used. The steps below start there and then use the Folder Size Report for a folder-by-folder breakdown.
- Sign in to the Egnyte web interface as an administrator.
- Click the Reports icon on the left, and under Dashboard choose the Storage tab. It shows storage space, growth over time and the size of users' private folders.
- For a breakdown, open the Reports Center, expand Storage Reports and pick the Folder Size Report.
- Choose the folder, then choose whether to report on that folder alone or on it with its subfolders. For subfolders, set the depth: 1 adds the immediate subfolders, 2 adds their subfolders too. The depth can be as high as 255 and starts at 1.
- Submit the report. It runs in the background, can take several minutes for large requests, and downloads on its own as a .tsv file (a plain-text table with columns separated by tabs, which opens in a spreadsheet).
What the Folder Size Report lists
Each row is one folder, and Egnyte documents the columns in its Folder Size Report guide. The size and count columns include everything inside that folder and its subfolders.
- Files Total Size (GB)
- The size of the current version of every file.
- File Count
- The number of files, counting only the current version of each.
- Versions Total Size (GB)
- The size of every stored version of every file.
- Version Count
- The number of stored versions, including each file's current one.
Who can run these reports
Administrators can open the Dashboard and run the Folder Size Report. A Power User (a user with extra rights, just under an administrator) can run the report only if the administrator has given them the "can run reports" role.
The report cannot contain more than 100,000 rows, so a folder with more subfolders than that cannot be reported with the subfolder option. A Power User limited to folders they can access gets a limit of 10,000 rows.
Why the versions total is larger than the files total
The versions columns count every saved revision, while the files columns count only the newest copy of each file. A folder of drawings that were revised many times can show a versions total several times larger than its files total. Use the files total as your size and mention the versions total separately if it is far bigger.
03
What should you know about your Egnyte data before you apply?
The short answer
Have three facts ready: how many gigabytes of current files Egnyte holds, how many years your company has used it and how many people have a license. They go into the data manifest, the written summary of which apps hold your records, how many years each covers and roughly how much. You don't need to run an export, and applying through micro1, the data vendor we typically refer companies to, shares no data.
The storage size
Give the current-files size in GB, which is Files Total Size (GB) in the Folder Size Report. If the Versions Total Size is much larger, say so on the intro call, because the stored versions are part of what makes the files useful.
The years of history
The history starts in the year your Egnyte domain was set up. A domain is the company's own Egnyte address, which is created when the account is opened.
The number of seats
Seats are licensed users, meaning the people the company pays Egnyte for. The user list in the Egnyte administration area gives the count.
What you don't need to do first
You don't need to export anything to apply, and you don't need to clean or scrub the files. The data vendor anonymizes the records before anyone else sees them, and nothing moves until a lawyer-reviewed license is signed. The application, the intro call and each later step are laid out in how to sell your company's data.
04
How do you export your full Egnyte history?
The short answer
For large volumes, connect the Egnyte Desktop App and sync each folder you need for offline access, which is limited only by plan file-size limits. For smaller sets, pick files and folders in the web interface and press Download, which returns a ZIP file holding up to 10,000 files and 10 GB. Finish the export before closing an account, because Egnyte deletes the data of canceled accounts.
Large volumes: the Desktop App
The Desktop App is Egnyte's program for a computer, which shows company folders as a drive. Egnyte's restrictions article says Desktop App downloads are subject only to the plan's file-size limits, not to the browser limits below.
- Install and sign in to the Egnyte Desktop App.
- For each folder you need, choose Sync folder for offline access, which copies the folder to the computer. You can also copy folders from the mounted drive to local storage.
- Repeat for every folder in scope, and keep the computer connected until the copy finishes.
Smaller sets: the web interface
Admins, Power Users and standard users with Owner, Full, Editor or Viewer permission on a folder can download it, as Egnyte states in its guide to downloading from the web interface.
- In the web interface, select the files and folders you want.
- Click Download. A confirmation box appears with tick options for all versions and for subfolders, plus the number of files and the size that the ZIP file will hold.
- Confirm, and Egnyte delivers a ZIP file.
What each route includes
The diagram shows how the report counts the same files and where a web download stops. The limits come from Egnyte's restrictions article, and a web download of one file can be as large as 100 GB.
Limits to plan around
A browser or mobile ZIP download is capped at 10,000 files, 10 GB in total and 50,000 folders. A single file downloaded from the web works up to 100 GB. A folder can directly hold at most 50,000 files and 50,000 subfolders.
The plan decides the largest single file a company can store and move with the Desktop App.
| Plan | Largest file |
|---|---|
| Platform Business | 100 GB |
| Platform Enterprise Lite | 150 GB |
| Platform Elite | 150 GB |
| Platform Ultimate | 150 GB |
Cancel only after the export
Egnyte states in what happens to your files if you stop using it that canceled accounts and their data are completely deleted and purged from its servers. If a company is closing its Egnyte account, complete the export first.
What an Egnyte export leaves out
Each user's Private folder can stay out of the export, which means only the shared folders you pick are in scope. In a web download, the all-versions option is a choice you make in the confirmation box, so tick it if the revision history matters. Mention that on the intro call so the data vendor can plan the transfer.
Sources: Egnyte Help Desk, Am I Subject to Any Restrictions?, Folder Size Report, How Do I See How Much Space I Have Used, How to Download Files and Folders Using Egnyte Web UI and What Happens to My Files If I Stop Using Egnyte?. Steps checked against these pages in November 2026.
05
What stays private when Egnyte data is licensed?
The short answer
The company chooses which folders are exported, so users' Private folders and sensitive shared folders can stay out of scope. The data vendor replaces names and other personal details with consistent stand-ins before an AI lab sees anything, and the company keeps ownership of its files.
You choose what is in scope
Both export routes work folder by folder, so the company decides exactly what leaves Egnyte. Leaving out personnel, legal or executive folders is a matter of not selecting them. The data vendor also deletes records too sensitive to clean safely instead of anonymizing them.
Names are replaced before a lab sees them
Anonymization means replacing every detail that identifies a person or a client, such as a name or an email address, with a stand-in that is the same every time it appears. Files still read in order and the revision history still makes sense, but nobody can tell who the people are. The diagram shows one project folder before and after.
The method, including what is deleted outright and how you review samples, is in how company data is anonymized for AI training.
Ownership and payment
Licensing gives the buyer limited rights to a copy, while the company keeps ownership of the originals. The terms that matter, such as exclusivity, permitted use and deletion, are covered in data licensing. micro1 pays in full within 30 days of accepting the data, usually as a single payment.
Questions
Frequently asked questions
Where do I see how much storage Egnyte is using?
Sign in as an administrator, click the Reports icon and choose the Storage tab under Dashboard. It shows storage space, growth and the size of users' private folders.
Who can run the Egnyte Folder Size Report?
Administrators can. Power Users can too, once an administrator gives them the "can run reports" role. A report holds at most 100,000 rows, and a Power User restricted to the folders they can access gets 10,000.
Why is the versions total bigger than the files total?
The versions figure counts every stored revision of every file, and the files figure counts only the current version. Report the files figure as your size.
How many files can I download from Egnyte's web interface at once?
Up to 10,000 files, 10 GB and 50,000 folders in one ZIP file. For anything larger, sync the folders with the Egnyte Desktop App, which is limited only by your plan's file-size limit.
What happens to our data if we cancel Egnyte?
Egnyte deletes and purges the data of canceled accounts from its servers. Export everything you need before the account closes.
Do we need to export Egnyte before we apply?
No. The application takes about two minutes and shares no data. You only need your approximate storage in GB, your years of history and your number of seats for the intro call. The export is needed later, when the records are transferred after you sign the license.
What is Egnyte data worth to AI labs and data vendors?
Egnyte files are priced as part of a whole dataset rather than on their own. Companies are paid $100K to $2M or more per dataset, according to micro1, and the price depends on the years of history and how completely the records show the work. What your data is worth explains the factors.
Bottom line
Know what is in Egnyte, then see what it is worth
You don't need to export anything to apply. Apply in two minutes, describe your records on the intro call, and micro1, the data vendor we typically refer companies to, prices the whole dataset and sends an offer 1–2 days later.
Not legal, tax or financial advice. Figures come from micro1's published pages and public reporting as of November 2026.