Exchange Reports

Modified on Fri, 17 Jun 2022 at 02:05 AM

Exchange reports include the following:


  • Exchange Inactive Mailboxes: provides data on active vs. inactive users, as well as details on inactive users.
  • Email Addresses: provides a table of users’ full names, login names, primary email addresses, and other email addresses. You can export, print, or schedule this table. You can also apply filters to this table.
  • Mailbox Sizes: provides a table of the top 10 largest mailboxes, and a table of all mailboxes sorted by size.
  • Archive Sizes: provides a table of archive sizes (in MB) and archive item counts, sorted by size. 
  • Recipients by Type: provides a table of mailbox information across all recipient types. This table is action-enabled. You can also filter the table by recipient type.
  • Recipient Over Time: provides a table of recipient types over a given time interval. You can adjust the time interval in the top right corner of the table. You can see more details by hovering your mouse cursor over data points or by clicking on them.
  • Users with Archiving: provides a list of users with archive mailboxes.
  • User Audit Status: shows whether the auditing is enabled or disabled on the mailboxes and which operations that mailbox delegate and admin perform are recorded.   
  • Users with Forwarding: provides a table of users with forwarding enabled, including each user’s Full Name, Login Name, and Forwarding to. 
  • Users with Auto Reply: provides a table of users with auto-reply enabled, including each user’s identity, auto-reply state, start time, and end time.
  • Clutter Status: provides a list of users with Clutter (low priority message handling feature) enabled on Exchange Online.

  • Mailboxes without license report list mailboxes that need a license from Microsoft perspective.

  • Users by Connection Type: provides a table of user connection types. You can export, save, print, or schedule this table. You can also apply filters to this table.

  • Exchange Email Activity: shows user email activity over a chosen period. You can alternate between the Activity chart that enables you to view the split of email sent, read, or received and the User chart that enables you to understand the trend of the number of unique users performing different email activities. The table provides details on the number of emails sent, received and read per user in the chosen period.

  • Exchange Email App Usage: shows how many email applications are connecting to Exchange Online. You can alternate between:

    • Users view that provides the number of unique users that connected to Exchange Online using any email app

    • Apps view that shows the total count of unique users who used a specific app during the reporting period,

    • Versions view that provides the total count of unique users logging on from a specific version of the Outlook desktop. If the report can't resolve the version number of Outlook, the quantity will show as Undetermined.                        

You can filter the series you see on the chart by clicking on an item in the legend.
The table provides more details on which email apps are used by specific users during the chosen period.

  • Exchange Mailbox Usage: provides information about the level of activity for each user based on the amount of email sent and read. It also provides information about how much storage has been consumed by each user mailbox, and how many of them are approaching storage quotas.

    You can alternate between:

    • Mailbox chart that shows you the total number of user mailboxes in your organization, and the total number that are active on any given day during the reporting period. A user mailbox is considered active if it has an email sent or read.

    • Storage chart that showcases the amount of storage used in your organization

    • Quota chart that shows the number of mailboxes in each of the four quota categories:

      • Good – number of users whose storage used is below the issue warning quota

      • Warning issued – number of users whose storage used is at or above the issue warning limit, but below prohibit send quota

      • Send prohibited – number of users whose storage used is at or above the prohibit send quota, but below prohibit send/receive quota

      • Send - receive prohibited – number of users whose storage used is at or above prohibit send/receive quota.                                                                                                                                                                                                

         You can filter charts you see by clicking on an item in the legend.  The table shows you a breakdown of mailbox usage at the per-user level. You can add additional columns to the table as needed.

  • Calendar Permissions: returns the sharing settings for a specified mailbox calendar folder. This information includes the calendar folder name, the username of the user who has access to the searched calendar and this user access rights. You can find more details on how to check the calendar permission for an user in this article: 

    How do I check and manage Calendar Permissions for an user? 


    Note: Operator needs to be assigned a management role and having management enabled to run this report.

  • Users by Retention Policy: a detailed chart that shows a breakdown of users by the mailbox retention policy
  • Message Trace: allows you to determine whether an email message was received, rejected, deferred, or delivered by the service, and exactly when those events occurred. It also shows exactly what routes the message took before reaching its final status.

    You simply need to input your search criteria based on information about the sender, recipients, date, time and subject of the message, submit a query the search results are displayed quickly.
    In case the Legacy Protocol is disabled on the tenant, you can run the Message Trace selecting the 'Use Preview' option. Choosing this option the trace will be executed using Powershell.

    Note: To be able to consult this report an operator has to have an ‘Audit’ role.

  • Shared Mailbox Without Delegates shows a list of Shared Mailbox without a delegate defined 


Published: 05/26/2019

Updated: 08/28/2020




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