Configure MyAnalytics

Role: Office 365 admins

The steps in this topic describe how to configure MyAnalytics for the users in your organization. Note the following:

  • Prerequisite: Users have access to MyAnalytics only if they have licenses that include the MyAnalytics service plan, as described in plans and environments for MyAnalytics.

  • Data privacy: See the MyAnalytics privacy guide to understand how privacy is built into MyAnalytics and to learn what you can configure to address specific privacy requirements.

To configure MyAnalytics, see the following sections:

Assign licenses with the MyAnalytics service plan

MyAnalytics is available to users who've been assigned a license that includes a MyAnalytics service plan. For more information about which licenses have MyAnalytics service plans, see plans and environments for MyAnalytics.

For information on how to assign a license, see Assign licenses to users in Office 365 for business.

Note

If you choose to notify your organization before you assign licenses for MyAnalytics, you can use this email template. You can download it, customize it with your company's information, and then email it to the new MyAnalytics participants. To learn more about adopting MyAnalytics, see Adopt MyAnalytics.

MyAnalytics elements become available

After you assign a user license with the MyAnalytics service plan, the new participant will gain access to the following MyAnalytics elements.

Element              Timeframe of user access
Welcome email
  • For E5 plans: Existing users of Office 365 will receive the welcome email a few days (up to four weeks) after their license is granted. New users will receive the welcome email approximately four weeks after their license is granted.
  • For E3 plans: To be rolled out soon to E3 users, at the same time as the email digest
Personal dashboard
  • For E5 plans: A few days after the license with the service plan is granted
  • For E3 plans: To be rolled out soon to E3 users
Insights Outlook add-in
  • For both E5 and E3 plans: Available about one day after their license with the service plan is granted
Weekly email digest
  • For E5 plans: On the Monday of the first week after the user receives the welcome email
  • For E3 plans: To be rolled out soon to E3 users
Inline suggestions
  • For E5 plans: About one day after the license with the service plan is granted
  • For E3 plans: Not applicable

Note

Configure MyAnalytics access

As the Office 365 admin, you have two ways to configure defaults for MyAnalytics.

Note

When you set the default settings (at either the tenant level or the user level), users can still override your setting. For example, if you keep the dashboard tenant settings as opt in, users can still open the dashboard and then opt themselves out. Similarly, if you opt out users by using user-level settings, those users can choose to opt back in. The one situation in which a user cannot opt in is after you remove their license that contains a MyAnalytics service plan.

Configure access at the tenant level

You can configure access to MyAnalytics elements for all the users in your organization.

Dashboard and weekly email

Note

This functionality will become available during August, 2019. Tenants in the UAE, South Africa, and Singapore regions might obtain this functionality with some delay.

  1. Sign in to the Microsoft 365 admin center.

  2. Make sure that you are using the new admin center. To do this, if the switch in the upper right of the page reads Try the new admin center, select it so that it reads The new admin center:

    New admin center

  3. In the left pane, expand Settings and select Services & add-ins.

  4. In the main pane, under Services & add-ins, select MyAnalytics. This opens the page for configuring access to the MyAnalytics elements:

    Select visibility

  5. Select Insights dashboard to keep all of the MyAnalytics users in your organization opted in for access to the MyAnalytics personal dashboard. Deselect Insights dashboard to opt users out of access to the dashboard.

  6. Select Weekly insights email to keep all of the MyAnalytics users in your organization opted in for access to the weekly email. Deselect Weekly insights email to opt users out of the weekly email.

Insights Outlook add-in

You can disable the Insights Outlook add-in for your entire organization by using the Exchange admin center.

To disable the add-in

  1. Open the Microsoft 365 admin center.

  2. In the left navigation pane, select Exchange. This opens the dashboard of the Exchange admin center. (If Exchange is not visible, first select Show all to see more admin centers and then select Exchange.)

  3. In the dashboard, select add-ins.

  4. In the list of add-ins, select Insights, and then select Edit (the pencil icon). This opens the Edit add-in settings dialog box.

  5. In the dialog box, clear the Make this add-in available to users in your organization checkbox to disable the add-in, and then select Save.

This disables the add-in for all licensed users in your organization.

Configure access at the user level

Configure MyAnalytics access for individual users in your organization. At this level, you can opt-out the user completely, which would turn off all MyAnalytics functionality for that user. The user can choose to opt back in, however.

You can configure MyAnalytics (change its default behavior) for users in your organization by setting the PrivacyMode parameter. For information about the values of PrivacyMode, see User configuration settings.

You can set this parameter for one user or for many users:

User configuration settings

PrivacyMode parameter Licensed user Unlicensed user
Opt-in (This is the default setting)
  • Office 365 data is used for aggregated information shown to licensed users.
  • Personal dashboard is available.
  • User can opt-out.
  • Office 365 data is used for aggregated information shown to licensed users.
  • Admins can opt-out unlicensed users through the admin PowerShell.
Opt-out
  • Office 365 data is not used for aggregated information shown to licensed users.
  • Personal dashboard is not available.
  • User can opt-in through the Feature settings menu.
  • Office 365 data is not used for aggregated information shown to licensed users.

Important

The Excluded value of PrivacyMode is being retired. Users whose privacy mode was previously set to Excluded will now be set to Opt-out.

Set MyAnalytics access for one user

Configure MyAnalytics access settings for a user with the following PowerShell cmdlet:

Set-UserAnalyticsConfig –Identity <string> [PrivacyMode <string[]>]
Parameter Required Description Default value
Identity Yes User ID for the current user as stored in Azure Active Directory (AAD). -
PrivacyMode Yes
  • Opt-out: MyAnalytics will not use the current user's data to compute derived statistics for other users. The current user will not see statistics in MyAnalytics, but can change this from the Feature settings menu and choose to opt-in.
  • Opt-in: MyAnalytics will use the current user's data to compute derived statistics for other users. The current user will see statistics in MyAnalytics, and can change this from the Feature settings menu to opt out.
Opt-in

Important

The Excluded value of PrivacyMode is being retired. Users whose privacy mode was previously set to Excluded will now be set to Opt-out.

Determine MyAnalytics access for one user

To determine the MyAnalytics access (the value of PrivacyMode) for one user, use the following cmdlet:

Get-UserAnalyticsConfig –Identity <string>
Parameter Required Description Default value
Identity Yes User ID for the current user as stored in AAD -

Set MyAnalytics access for multiple users

You can use PowerShell to change the access to MyAnalytics (the value of PrivacyMode) for multiple users at once. To do this, run a PowerShell script that iterates through the users, changing the value one user at a time. Follow these steps:

  1. Create a comma-separated value (.csv) text file that contains the UserPrincipalName field and the addresses of the users you want to configure. For example:
UserPrincipalName,UsageLocation
ClaudeL@contoso.onmicrosoft.com,FR
LynneB@contoso.onmicrosoft.com,US
ShawnM@contoso.onmicrosoft.com,US
  1. Specify the location of the input .csv file, the output .csv file, and the value of PrivacyMode that you want to set for each user:
$inFileName="<path and file name of the input .csv file that contains the users, example: C:\admin\Users2License..csv>"
$outFileName="<path and file name of the output .csv file that records the results, example: C:\admin\Users2License-Done..csv>"
$privacyMode = "Opt-in"

$users=Import-Csv $inFileName
ForEach ($user in $users)
{
$user.Userprincipalname
$upn=$user.UserPrincipalName

Set-UserAnalyticsConfig –Identity $upn -PrivacyMode $privacyMode
Get-UserAnalyticsConfig –Identity $upn | Export-Csv $outFileName
}
  1. Run the resulting commands at the PowerShell command prompt. For more information about the Exchange Online PowerShell, see Connect to Exchange Online PowerShell.

This PowerShell command block does the following:

  • Displays the user principal name of each user.
  • Sets the specified privacy mode for each user.
  • Creates a .csv file with all the users that were processed and shows their status.