Microsoft 365 Reports in the admin center

You can easily see how people in your business are using Microsoft 365 services. For example, you can identify who is using a service a lot and reaching quotas, or who may not need an Microsoft 365 license at all. Perpetual license model will not be included in the reports.

Reports are available for the last 7 days, 30 days, 90 days, and 180 days. Data won't exist for all reporting periods right away. The reports become available within 48 hours.

Watch: Act on a usage report in Office 365

How to get to the Reports dashboard

  1. In the admin center, go to the Reports > Usage page.
  1. In the admin center, go to the Reports > Usage page.
  1. In the admin center, go to the Reports > Usage page.
  1. Click the View more button from the at-a-glance activity card for a service (such as email or OneDrive) to see the report detail page. In there different reports for the service are provided in tabs.

    The Usage dashboard.

Who can see reports

People who have the following permissions:

  • Global admins: We recommend that only a few people in your company have this role. It reduces the risk to your business.

  • Exchange admins

  • SharePoint admins

  • Skype for Business admins

  • Global reader (with no user details)

  • Usage Summary Reports reader (with no user details)

  • Reports reader

  • Teams Service Administrator

  • Teams Communications Administrator

To learn more, see About admin roles and Assign admin roles.

Which activity reports are available in the admin center

Depending on your subscription, here are the available reports.

How to view licensing information

  • To see how many licenses you have assigned and unassigned, in the admin center, go to the Billing > Licenses page.

  • To see who is licensed, unlicensed, or guest, in the admin center, go to the Users > Active users page.

How to view usage information for a specific user

Use the service reports to research how much a specific user is using the service. For example, to find out how much mailbox storage a specific user has consumed, open the Mailbox usage report, and sort the users by name. If you have thousands of users, export the report to Excel so you filter through the list quickly.

You can't generate a report where you enter a user's account and then get a list of which services they are using and how much.

There are circumstances where new users show up as unknown. This is usually due to occasional delays in creating user profiles.

Show user details in the reports

By default, user details will be hidden for all reports.

Your user list will look like this:

Reports - anonymized user list.

If you want to unhide user-level information when you're generating your reports, a global administrator can quickly make that change in the admin center.

Reports provide information about your organization’s usage data. By default, reports display information with identifiable names for users, groups, and sites. Starting September 1, 2021, we are hiding user information by default for all reports as part of our ongoing commitment to help companies support their local privacy laws.

  1. In the admin center, go to the Settings > Services & add-ins page.

  2. Select Org Settings and choose Services .

  3. In the Reports pane, select Choose how to show user information and choose Show identifiable user information in reports.

Global administrators can revert this change for their tenant and show identifiable user information if their organization's privacy practices allow it. It can be achieved in the Microsoft 365 admin center by following these steps:

  1. In the admin center, go to the Settings > Org Settings > Services page.

  2. Select Reports.

  3. Uncheck the statement Display concealed user, group, and site names in all reports, and then save your changes.

It'll take a few minutes for these changes to take effect on the reports in the reports dashboard. This setting also applies to the Microsoft 365 usage reports in Microsoft Graph and Power BI and the usage reports in Microsoft Teams Admin center. Showing identifiable user information is a logged event in the Microsoft 365 compliance center audit log.

What happens to usage data when a user account is closed?

Whenever you close a user's account, Microsoft will delete that user's usage data within 30 days. That user will still be included in the Activity chart totals (see number 1) for the periods she was active in, but will not appear in the User Details table (see number 2).

However, when you select a particular day (see number 3), up to 28 days from the current date, the report show the user's usage for that day in the User Details table (see number 2).

Reports in the Security & Compliance Center (article)
Microsoft 365 usage analytics (article)
Customize the reports in Microsoft 365 usage analytics (article)