Admin Reports

Admin Reports - Email Statistics

Zoho Mail has a separate Admin Reports section which comprises of 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. The Organization dashboard appears.

Organization Dashboard

Organization dashboard is the gateway to all the vital information you need to assess your organization's email usage. Experience the data-centric email statistics using the chart of your preference for only the days you want. You can 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.

As an administrator, you can view the widgets in the below views:

  • Graphical view - This is the default view that appears when you load the Reports page.
  • Summary view - Click Summary view from the top right corner of the dashboard to switch to summary view.

Graphical View

When you are in the Graphical view, click the Customize organization dashboard icon to view the list of widgets available. Navigate between the Enabled and Disabled tabs, to enable or disable a widget based on your requirement.

Below are the list of default widgets available under graphical view:

  • Email traffic stats - Provides a graphical representation of the number of incoming and outgoing emails for the selected date range.​
  • Current license usage - View your organization's license count, number of used licenses and the number of available licenses through this widget. 
  • Email size - Depicts the size of incoming and outgoing emails in MegaBytes (MB).
  • User summary - Lists the number of Active, Inactive and Admin users.
  • Bounce reports - Displays the total number of emails sent and the number of emails that got bounced during the selected date range.
  • Rejection reports - Shows the total emails received and the number of emails that got rejected during the selected date range. 
  • Outgoing traffic - Displays the number of emails sent within the organization and the number of emails sent to external email addresses during the selected date range. 
  • Incoming traffic - Number of emails received within the organization and the number of emails received from external email addresses during the selected date range.
  • Authentication reports - A graphical representation of Spam report. It differentiates the number of failures based on DKIM, SPF, and SPF Soft fail.
  • Spam reports - Displays the total number of incoming emails (including those received in groups) versus the number of Spam emails.
  • Rejection type reports - A chart type report which shows the cause of rejection such as Malicious attachment, Virus, DNSBL, and PBL.
  • Quarantine incoming reports - Lists the number of emails received in Quarantine versus number of emails Delivered, Denied, or Redelivered.

To add your preferred report as a widget refer to the Custom Widgets section.

Summary View

To view the widgets available under summary view, click Summary view from the top right corner of the dashboard. Once you switch to the summary view you can view the below widgets:

  • Groups awaiting moderation - Displays the groups that require moderation along with the number of emails awaiting administrator action. Clicking on the email count redirects you to the group Moderation page.
  • Groups with most members - Shows the groups that have the most number of users. Clicking on the member count redirects you to the respective Groups page.
  • Administrators - Lists the number of Super Admin, Admin, and the Custom Admins available in your organization.
  • Recently created users - Lists the number of new users created recently. Click on the user count to view the users created.
  • Recently deleted users - Number of users deleted recently.
  • Users nearing storage limit - Displays the users with the highest storage consumption in the descending order. Clicking on the storage value redirects you to the Admin Console's Storage page.
  • Dormant users - Lists the number of inactive users in your organization.

Custom Widgets

In addition to the default widgets, you can also add custom widgets to your dashboard. Custom widgets can be added only for reports that are represented as a chart. Do these steps to add a custom widget:

  1. Login to Zoho Mail Admin Console.
  2. On the left pane, click on the Reports section. The Admin Reports will open in a new tab.
  3. Navigate to the preferred report type in the left pane for which you want to add a custom widget.
  4. Click Add to dashboard from the top right of the toolbar.

If there are multiple custom widgets in your dashboard, you can switch back to the default view by clicking Reset dashboard to default settings from the Configurations page.

Widget Actions

The widgets in your dashboard not only provides stats, but also allows you to do certain actions such as Show reports, Chart type, Export, Expand, and Hide. The list of actions can be seen at the top right corner of each widget and it varies from one widget to another.

Widget ActionDescription
Show reportsRedirects to the respective reports page.
Chart typeAllows you to switch between the available chart types (area, bar, line, stacked bar). The chart type option is not available for all reports.
ExportExports the current widget in SVG, PNG, or JPEG format. This option is different from the export report feature. To export a report as spreadsheet click here.
ExpandDisplays the selected widget in a maximized view to provide a more closer look. From the expanded view, you can navigate between the various widgets by using the arrow keys in the keyboard or by selecting the desired widget report from the drop-down on the top left corner. You can Close or Export the report by clicking on the respective icon from the top right corner. 
HideHide/ disable a particular widget from the dashboard. To enable it again, you must click the Customize organization dashboard.

My Favorite reports

Zoho Mail Admin Reports section contains numerous reports to analyse your organization's data. As an admin, it might be difficult to navigate between these sections daily to check your regular reports and also each admin may have different requirements. Using My favourite reports section, each admin can choose to keep all their favorite reports in one place instead of juggling between different sections for easy access. 

To add any report under My favourite reports, do these steps:

  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 and select the report you want to add to My favourite reports and Check the Star icon next to the report name in the top panel and the respective report is added to My favorite reports.
  5. Navigate to the My favorite reports section from the left panel.
  6. Click on the dropdown and select the necessary report from the list of all the reports added as favorites.
  7. You can uncheck the star icon anytime either from the My favorite reports section or in the respective report section to remove any report from favorites.

Available Reports

You can view and manage various organization reports from the left pane of your Admin Reports. To learn more about each report, click on the report type from the below list:

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, do these steps:

  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, do these steps:

  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. The Admin Reports page opens in a new tab.
  3. On the left pane, click on Configuration in the lower end.
  4. 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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