Admin Reports

Admin Reports - Email Statistics

The Admin Reports section comprises statistics on various aspects of your organization's emailing experience. As an administrator, these reports will help you gain information on all aspects of your organization such as Mailbox, Email Traffic, Email Distribution Groups, and DMARC status to mention a few.

Accessing Admin Reports

  1. Login to Zoho Mail Admin Console
  2. On the left pane, click on the Reports section.

Zoho Mail Reports Dashboard is the gateway to all the vital information you need to assess your organization's emailing experience. Experience the data-centric statistics using the chart of your preference for only the days you want. You can expand the view of each chart to have a closer look and export the charts for later use. You can also use the Customize Organization Dashboard button at the bottom of the dashboard to rearrange the reports widgets and enable/ disable them from being displayed on the dashboard.

Available Reports

User account reports

The User account reports section will provide you with consolidated information on every user of your organization. User account reports will give you extensive information on each user such as their last login time, email protocols enabled or disabled status, email groups a user is part of, storage used, and more. Learn more

Email statistics report

The Email statistics reports section consists of consolidated information on your organization's incoming and outgoing email traffic with respect to the Users and Domains separately. Using this, you can know the number of emails sent or received by a user/ domain, the total number of recipients added to outgoing emails, the number of emails sent within the organization, the number of emails sent to external email addresses, and the overall size of all sent and received emails with respect to a specific user/ domain. Learn more

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. Learn more

DMARC Reports

Domain-based Message Authentication Reporting and Conformance (DMARC) authenticates email by aligning SPF and DKIM protocols. The biggest advantage of DMARC protocol is that you can get reports on both successful and failed authentications. The DMARC reports help you understand, which IP addresses send emails on behalf of your domain, and the total number of emails that pass or fail DMARC, DKIM, and SPF validation. Learn more

Note:

This feature will be available only for organizations that are using one of our paid plans.

Organization Reports

The organization report section of Admin reports will provide you with consolidated information on your organization's domains and email policy. These reports will give you extensive information on the domain's verification statuses, and email policies associated with the organization like maximum incoming emails allowed, the number of associated users, the number of groups associated and much more. Learn more

WorkDrive Reports

WorkDrive reports section of the Admin reports will provide you with consolidated information on each user's WorkDrive storage details along with their files and folder details. Learn more.

Audit Logs

With a lot of sensitive data, it's important to track the events that occur in your organization. Using Zoho Mail Audit Logs, you can track events based on categories, admin, user, or the operation that was performed.

To access Audit Logs,

  1. Login to Zoho Mail Admin Console
  2. On the left pane, click on the Reports section.
  3. You will be taken to the reports page. In there, click Audit Logs on the left pane.

On the Audit Logs page, you will find,

Event categoryMentions the Category in which the change was performed.
Event descriptionThe details of the event and the changes made are displayed.
Performed byMentions which admin made the respective changes in the events.
Event timeMentions when—the date and time, the event was performed.
Client IP addressThe IP address of the mail client from which the actions have been performed will be displayed.

You can also consolidate the audit logs by Date performed, Category, Operation, admin, or user using the filter options.

​Email Logs

Using this report, you can get the log of emails on a particular date or date range as per your request.

Selected Conditions:

  1. From address - You can choose this option if you want to fetch the logs of emails sent from a particular account. 
  2. Recipient - You can choose this option if you want to fetch the logs of emails received by a particular account.
  3. MessageID - You can choose this option if you want to fetch the log of a particular message.

After choosing the condition, enter the email address or the MessageID in the search bar and hit enter to complete the query.

  • From - Mentions the "from address" of the respective email.
  • Sent time - Mentions the time the email was sent or received.  
  • Email size - Mentions the size of the respective email.
  • Status - Mentions whether the email was successfully delivered or not.

Export data

To have your data used elsewhere for analytical purposes, you can choose to export them to your local device.

To export a report,

  1. Login to Zoho Mail Admin Console
  2. On the left pane, click on the Reports section and navigate to the Report you want to export.
  3. Click the Export icon and select the export condition you prefer.
  4. You can encrypt your file if you choose to by checking the Encrypt with password option. Enter the password you want to use for encryption.
  5. Once done, click Export.

Your exported data will be saved to your local device. 

Scheduled exports

Export of reports like User summary, Group summary, Protocol status details, Protocol access details, and Storage details will require some time to generate the data file. You can keep track of these reports and download them from the Scheduled exports section. 

To see the status of all the exports you've scheduled,

  1. Login to Zoho Mail Admin Console
  2. On the left pane, click on the Reports section.
  3. On the Admin Reports page, click the Scheduled reports icon on the top-right corner.

You can now view all the exports with the date and time information you scheduled. This section will only display the exports that are of the past 30 days. You can also download the reports from the Scheduled reports section by clicking the respective Completed report downloads.

Configuration

The Admin Reports Configuration settings will help you customise your reports based on your preference. 

To access the configuration in Admin reports, 

  1. Login to Zoho Mail Admin Console
  2. Click on the Reports from the left pane.
  3. The Admin Reports page will open on a new tab.
  4. On the left pane, click on Configuration in the lower end.
  5. Under General,
    • Save and display subject in email logs- Enable the toggle button to save the email subject in the email logs and reports.
    • Reset dashboard to default settings- Click on the button to reset the dashboard to default settings. This will reset all the widgets and charts in the dashboard to the default setting.

Note:

  • The Save and display subject in email logs settings will be disabled by default.
  • If enabled, the subject will be saved in the logs only from the time it is enabled. The subject will be available for this period even if you change the setting in future.

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