Group Reports

The Group reports section consists of the summary of all the groups in your organization, and incoming email traffic of the group from within and outside the organization. You can also view the incoming traffic with respect to the size of the emails received by the groups.

Accessing Group Reports 

  1. Login to Zoho Mail Admin Console.
  2. On the left pane, click on the Reports section.
  3. The Admin Reports page will open in a new tab.
  4. Click on the Group reports section from the left pane.
  5. Click on the drop-down to view the list of all reports under group reports and select the necessary report from the available reports.

Available Reports

The list of all the reports available under Group reports is listed below,

Group Summary 

  1. The Group summary report displays the following information,
    • Group details - Mentions the name and address of the group.
    • Access levels - Mentions whether the group's access is set to Everyone or Organisation members or Group members or Only moderators.
    • Total members - Mentions the total number of users part of the group.
    • Last email received on - Mentions the date and time of the group's last received email.
    • Streams enabled - Mentions whether the streams is enabled for the group or not.
    • Moderation - Mentions the number of emails awaiting moderation.
  2. Click on the Export option available in the top pane to export the Group summary report. You can choose to export the report with or without including members' details by selecting:
    • Include Members - As a single file (CSV) or Multiple file (ZIP)
    • Do not include members
  3. Click on the Filter option on the top pane to filter the report data on the basis of, ​​
    • Groups without members
    • Email groups
    • IAM groups
    • Streams enabled groups
  4. Use the Search bar available in the top pane to narrow down your data.
  5. All the active filters will be shown near the search bar.
  6. Click on any group to see more detailed information about the group - 
    • Name - Displays the name of the members of the group.
    • Role - Displays the role assigned to the Group member.​
    • Post Approval - Displays the action to be taken when the user sends an email to the group.
    • Failure Counts - Displays the number of failed group email deliveries for the user. Group email delivery will be skipped if the count reaches the set threshold.
    • Status- Displays whether the user is active or not.
  • Use the Search option to quickly find the details by entering the name/ email of the user.
  • Using the Export option you can export the group report based on the member type - All, Moderators, Members, External members, Inactive members.
  • Click on the Edit option, it will redirect you to the group members section of the Admin console where you can edit the member details.

Blocked Group Summary

  1. The Blocked Group summary report displays the following information,
    • Name/ Email - Mentions user name and the mailbox address of the user.
    • Blocked on - The time frame along with the date and time at which the users were blocked is shown.
    • Type - The Incoming/ Outgoing emails, POP/ IMAP access to the users, and Web access to mail that are blocked for the group will be listed.
    • Details - The description of the reason why the accounts are blocked will be shown.
  2. Use the search bar available in the top pane to narrow down your data by name or email.

Group incoming Traffic

  1. The Group Incoming Traffic report displays the following information,
    • Graphical chart - A chart that displays the top 10 groups with respect to the number of emails received by them.
    • Group details - Mentions the name and associated email address of the group.
    • Incoming count - Mentions the total number of emails received by the group in the chosen time frame.
    • No. of internal emails - Mentions the total number of emails received by the group from within the organization in the chosen time frame.
    • No. of external emails - Mentions the total number of emails received by the group from outside the organization in the chosen time frame.
  2. Click on the Date filter to select the time period for which you want to see the report.
  3. To export the Group Incoming traffic report, click on the Export option in the top pane and select whether you want to export the table or the chart from the option available. The chart can be exported in PNG/ SVG/ JPEG formats.
  4. Use the Search bar available in the top pane to narrow down your data by name or email.

Group incoming - by size

  1. The Group incoming - by size report displays the following information,
    • Graphical chart- A chart that displays the top 10 groups with respect to the overall size of emails received by a group.
    • Group details - Mentions the name and associated email address of the group.
    • Incoming size (MB) - Mentions the overall size of all emails received by the group in the chosen time frame.
    • Internal size (MB) - Mentions the overall size of emails received by the group from within the organization in the chosen time frame.
    • External size (MB) - Mentions the overall size of emails received by the group from outside the organization in the chosen time frame.
  2. Click on the Date filter to select the time period for which you want to see the report.
  3. To export the Group Incoming traffic by size report, click on the Export option in the top pane and select whether you want to export the table or the chart from the option available. The chart can be exported in PNG/ SVG/ JPEG formats.
  4. Use the Search bar available in the top pane to narrow down your data by name or email.

Spam Rate

  1. The Spam rate report displays the following information,
    • Graphical chart - A chart that displays the top 10 groups with respect to the number of spam emails received.
    • Group details - Mentions the name and associated email address of the group.
    • Incoming count - Mentions the total number of emails received by the user in the chosen time frame.
    • No. of spam emails - Mentions the total number of emails classified as spam.
  2. Click on the Date filter to select the time period for which you want to see the report.
  3. To export the Spam rate report, click on the Export option in the top pane and select whether you want to export the table or the chart from the option available. The chart can be exported in PNG/ SVG/ JPEG formats.
  4. Use the Search bar available in the top pane to narrow down your data by name or email.

 

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