Analyze Reports

Usage reports

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So now that you've seen the reporting overview with Office 365, let's go ahead and take a look at some of these reports. So we'll start off our look at reports by discussing the usage reports available. These reports reveal information about how users are accessing and interacting with Office 365. The way you get to those is through the admin center, click on the reports tab over here on the left-hand side and then click on usage. This will bring you to this reports dashboard that I mentioned in the previous lesson.

So that's what this is, the reports dashboard. And what you can see from the reports dashboard is an overview of activity throughout your tenant. As you'd expect from a dashboard, it shows high-level metrics and usage in the various office products with Office 365. So if you look down towards the bottom of this dashboard you can see individual tiles or widgets which show you information at a glance about OneDrive usage, about Exchange usage, and so on. So once you're in the dashboard, the way that you get to individual usage reports and get a little bit more detail is that you use this menu up here on the upper left-hand side, you can select a report and then we'll talk individually about some of these Exchange, OneDrive, Skype for Business reports, but these are the Office 365 usage reports in terms of activations, active users, and Office 365 groups activity.

Now, there's no one particular report that you need to memorize; you just need to have a general familiarity with the information that's available through the report dashboard and through the usage report. So I'm just going to click on this one, Office 365 groups activity. And that will take me to this page. Now, once again, there are a couple of different things you can click on to change your view and to change the information that is displayed. Notice at the very top, you can change your date, you look back in time 30, 90, 180 days.

My screen resolution requires me to scroll over a little bit so that you can see all the information on this screen. You probably can see this easily on your computer. But the data will be collected as of the prior day. So it takes between 24 and 48 hours for information to get to the reporting center. So this is actually as of yesterday, as I record this today. In this group's view, you will see a total number of groups that existed on any particular day and how many performed group conversation activity.

Now if you are clicking on activity, the number of group activities by type and storage, the amount of storage used. So just by clicking around you can get information about the group activity, the group usage in your Office 365 tenant. Now if you scroll down to the bottom of this report, another thing that these reports are going to have in common is that you can get more details about the report and the details say the group name, the group owner, the last activity date, and so on.

If you click on these little hamburgers or these little stacks, you can see that you can sort this list, you can filter those lists, so you can run conditional filters to see specific information, and then you can add columns if you want to look for deleted groups, if you want to look at individual members. So you can add additional columns to this report as needed. Finally, I want to mention, another thing that's going to be common with all of these reports is the ability in this detail section that you can export data. So if I click on the export link here, it will take me to another tab and after thinking a while, it should present you the ability to download a CSV file.

And you can see this if I click back on the original tab the reporting dashboard, in fact the usage report, I get this little dialog here that's asking me to save this CSV file from So that is a look at one type of report that is available for an Office 365 tenant, the usage reports.

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For businesses with 150+ licenses Request Office 365 onboarding assistance from FastTrack

You can request remote and personalized assistance with onboarding. Our FastTrack engineers will help you plan your Office 365 project, assess your technical environment, provide remediation guidance, and provide user adoption assistance. For businesses with at least 500 licenses, Microsoft also provides personalized assistance to migrate data to Office 365.

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Tip: Businesses with 1-149 licenses still have access to FastTrack guidance via links in the Admin Center and also available at

If you're preparing for exam 70-346, Managing Office 365 Identities and Requirements, or you just want to improve your Office 365 administration skills, then this course is for you. Instructor Brian Culp looks at three objectives in the Monitor and Troubleshoot Office 365 Availability and Usage section of the exam—analyzing reports, monitoring service health, and isolating service interruptions. By the end of this course, you'll be better prepared to tackle this section of the exam, and will have a better understanding of the troubleshooting and reporting tools available to Office 365 admins.

Topics include:

  • Navigating the Office 365 reports dashboard

  • Generating and interpreting usage, email, and auditing reports

  • Generating and interpreting mail protection and mail hygiene reports

  • Showing and hiding user-level detail information in reports

  • Understanding the service health dashboard

  • Monitoring Office 365 Health

  • Retrieving data with the Management Pack

  • Using PowerShell for Office 365

  • Creating a service request

  • Using the Remote Connectivity Analyzer, the Connectivity Analyzer tool, and the free/busy troubleshooter

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