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Microsoft 365 admin center usage reports provide insight into how people in your organization use Microsoft 365 for business services. For example, you can see who uses a service to the fullest extent and who barely uses it and might not need a Microsoft 365 license.
Note
Usage reports don't include perpetual license models.
Usage reports are generally available for the last 7, 30, 90, and 180 days. For details about specific report availability, see the individual usage report articles. Data doesn't exist for all reporting periods right away. The reports typically become available within 24 to 72 hours, but might sometimes take several days to become available.
Watch: Act on a usage report in Microsoft 365
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Before you begin
To view usage reports, you must have one of the following permissions:
- Global Administrator
Important
Microsoft recommends that you use roles with the fewest permissions. Using roles with the fewest permissions helps improve security for your organization. Global Administrator is a highly privileged role that should be limited to emergency scenarios when you can't use an existing role. For more information, see About administrator roles in the Microsoft 365 admin center.
- Exchange Administrator
- SharePoint Administrator
- Global Reader (with no user details)
- Usage Summary Reports Reader (with no user details). By default, this role has read access to user, groups, and other settings in the Microsoft 365 admin center, because the role is based on Microsoft Entra.
- Reports Reader
- Teams Administrator
- Teams Communications Administrator
- User Experience Success Manager (with no user details)
- AI Administrator
For more information, see About admin roles and Assign admin roles.
View the Reports dashboard
Tip
If you're using Microsoft 365 operated by 21Vianet in China, use the following link to access the admin center: https://portal.partner.microsoftonline.cn/
Go to the Microsoft 365 admin center.
In the navigation menu, select Reports. If you don't see Reports, select Show all, and then select Reports.
Select Usage.
Select View more from the at-a-glance activity card for a service (such as email or OneDrive) to see the report details page. On that page, different reports for the service are provided in tabs.
Available usage reports in the Microsoft 365 admin center
Depending on your subscription, the following reports are available in all environments:
N/A1: The report will be released in the future. The Microsoft 365 Roadmap will be updated before the release.
N/A2: The service isn't available in the environment; hence, there's no plan to release the report.
View licensing information
To see how many licenses you assigned and unassigned, use the following steps:
- Go to the Microsoft 365 admin center.
- In the navigation menu, select Billing > Licenses.
To see who is licensed, unlicensed, or a guest, use the following steps:
- Go to the Microsoft 365 admin center.
- In the navigation menu, select Users > Active users.
View usage information for a specific user
Use the service reports to research to what extent a specific user is using the service. For example, to find out how much mailbox storage a specific user consumed, open the Mailbox usage report, and sort the users by name. If you have thousands of users, export the report to Excel, Power BI, or use the Microsoft Graph reports API.
You can't generate a report where you enter a user's account and then get a list of which services they're using and how much.
New users sometimes display as unknown. This problem usually happens because of occasional delays in creating user profiles.
Show user, group, or site details in usage reports
Reports provide information about your organization's usage data. By default, all reports hide user information such as usernames, groups, and sites to help companies support local privacy laws.
By default, your user list looks like the following screenshot:
The organization setting that hides or shows this information applies to the following properties:
| Property | Attributes |
|---|---|
| Properties for user-level in many reports | User IDs, Usernames, and User principal names |
| Properties for OneDrive and SharePoint site usage reports | Site IDs and Site URLs |
| Properties for Microsoft 365 apps Group usage report | Group IDs and Group names |
| Properties for Viva Engage group usage report | Group name and Group admin |
| Properties for Teams team usage report | Team names |
Other reports, such as some reports in the Microsoft Teams admin center, follow this organization setting.
Global administrators can update the settings to display concealed information if your organization's privacy practices allow it.
Important
Microsoft recommends that you use roles with the fewest permissions. Using roles with the fewest permissions helps improve security for your organization. Global Administrator is a highly privileged role that should be limited to emergency scenarios when you can't use an existing role. For more information, see About administrator roles in the Microsoft 365 admin center.
It takes a few minutes for these changes to take effect. This setting also applies to the Microsoft 365 usage reports in Microsoft Graph and Power BI and to the usage reports in Microsoft Teams Admin center. Showing identifiable user information is a logged event in the Microsoft Purview portal audit log.
Use the Microsoft 365 admin center to show user, group, or site details
- Go to the Microsoft 365 admin center.
- In the navigation menu, select Settings. If you don't see Settings, select Show all, and then select Settings.
- Select Org Settings.
- On the Services tab, select Reports.
- In the Reports panel, select the checkbox next to Display Concealed user, group, and site names in all reports.
- Select Save.
Use adminReportSettings to show user, group, or site details
Admins can use an API in all environments to change this setting without needing to visit the Microsoft 365 admin center. For more information, see adminReportSettings resource type.
Two methods are approved for this API:
The report only contains a Privacy Setting property. For more information about Graph API, see Use the Microsoft Graph API. You can use the Software Development Kit (SDK) or directly call the API by using any programming language with network ability, like Graph Explorer.
What happens to usage data when I delete a user account?
When you delete a user account, Microsoft deletes that user's usage data within 30 days. The usage chart totals still include deleted users for the periods they were active, but they don't appear in the User Details table.
However, when you select a particular day (up to 28 days from the current date), the report shows the user's usage for that day in the User Details table.
How do I interpret the last activity date in user, group, or site details in the usage reports?
The last activity date in user, group, or site details represents the most recent date on which a user performed any intentional activity within the app, regardless of the selected time period of the past 7, 30, 90, or 180 days.
Related content
Microsoft 365 usage analytics (article)
Customize the reports in Microsoft 365 usage analytics (article)
Working with Microsoft 365 usage reports in Microsoft Graph beta (article)
Working with Microsoft 365 usage reports in Microsoft Graph v1.0 (article)