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Office 365 Reporting: Tips and tricks for new/trial users

6 Dec 2018 by Becci Velzian

Office 365 Reporting

So you’ve experienced the pain of reporting and auditing using built-in Office 365 tools, you’ve read all the blogs and guides on how to ease this process and now you’ve taken the leap with our free 14-day Office 365 reporting trial, or maybe you’re a new subscriber. What’s next? In this quick guide, I’ll give you the tips and tricks for getting the most out of the tool.

Good and Bad Mail Traffic Reports

When you move to the cloud you don’t always have information available on the volume of data being utilized. Having different visuals of your mail traffic makes it clearer to understand your good, bad and spam mail flow. Moreover, you can see who your top senders and receivers are which is useful to track, especially for managers. For example, you can track the performance of your sales or support teams to see if they’re hitting targets with email outreach, responding in a timely manner, tackling their tickets. So, if you need to target a specific department, you can find this information by adding filters such as sales or marketing.

Size is also an important factor to consider when reporting. For example, say you’re an architecture firm and your Office 365 users are habitually attaching large documents in their email, you may want to encourage them to send SharePoint or OneDrive links instead. On our Mail Traffic reports, there is a Size button on the bottom left next to Items, this will show the size of mail being sent/received. Another useful feature is that you can schedule to send this report to someone automatically, which is handy if you need to supply your Sales Manager, for example, or senior stakeholders with regular reports.

Inactive Exchange Users Reports

In larger organizations, it can be challenging trying to determine how many active Exchange users you have, and it’s important. For example, if someone has left the company you want to ensure that their account has been disabled and their mailbox data is securely stored or archived, with appropriate forwards set up on any incoming mail. Additionally, you want to ensure that your Office 365 users are able to login to their accounts without any technical issues – low active users could indicate technical issues. If you want to find out who your inactive users are you can do so by logging on to this report. You can also customize the report by adding or removing columns and using the drag and drop feature to show more specific information, such as inactive users in a specific ‘department’.

30 Day Snapshot of your Environment Reports

Another useful feature which could save you hours of time each week is our 30-day snapshot report. You click into your Inventory and this details everything that is going on in your environment, such as your: active users, subscriptions, activities, devices and more. Like most of the reports in the tool, you can schedule this report to be emailed out. So if you need to send out weekly or monthly updates, this is a good place to start.

Service Status Reports

If you’re having issues with your tenant, it’s always worth checking whether it’s an internal problem or whether it’s a Microsoft issue. Our calendar-style Service Status report portrays any current issues and planned service disruptions, or outages past and present. Also, if you want to know why a certain incident has occurred or what the user impact is, you can click on the individual incidents to get additional information.

Failed Events Security Reports

As attacks continue to get more sophisticated, security reporting is more important than ever, you can make this process easy by clicking on to failed events. This report shows any suspicious logins, and where they came from. You can also set up alerting for when this occurs. You can find out more information on tackling malicious logins here.

Want to try it out yourself?

While Office 365 offers built-in reporting, the sources of information are spread across multiple interfaces, the date ranges are more restrictive, meaning that these tools aren’t always the easiest to use, especially for larger organizations. We are constantly updating our streamlined SaaS-based reporting tool with new reports, to make tenant-wide reporting and management a lot easier. If you want to check this out for yourself we offer a 14-day free trial, you can sign up here, and why not see how our reports can help you monitor, optimise, and protect your Office 365 environment.