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 Control Panel
  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 also rearrange the widgets just the way you like and export the charts for later use.

Available Reports

User account reports

The User account reports section will provide you 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.

User summary
  • Name/Email - Mentions the user name and the mailbox address of the user.
  • Last login time - Mentions the last login date and time of the user.
  • TFA status - Mentions if Two Factor Authentication of the user is enabled or disabled.
  • User status - Mentions if the user's status is active or inactive.
  • Group memberships - Lists the addresses of groups the user is part of.
  • Role - Mentions whether the user is a Zoho Mail Member/ Administrator/ Super Administrator
Storage details      
  • Storage limit (GB) - The overall storage available for a user in terms of GB.
  • Used storage (GB) - The overall storage—combining Mail, Docs, Retention, and Backup—used by a user in terms of GB.
    • Mail (GB) - Mentions overall storage used by a user in Zoho Mail.
    • Docs (GB) - Mentions overall storage used by a user in Zoho Docs.
    • Retention (GB) - Mentions overall storage used by a user in email retention.
    • Backup (GB) - Mentions overall storage used by a user in email backup.
  • Used storage(%) - The overall storage used by a user in percentage with respect to their storage limit.

You can also view a chart that displays the top 10 members who used the most storage in your organization.

Protocol status details
  • Exchange ActiveSync - Mentions if ActiveSync is enabled/disabled for a user.
  • POP access - Mentions if POP access is enabled or disabled for a user.
  • IMAP access - Mentions if IMAP access is enabled or disabled for a user.
  • SPAM check - Mentions if Spam check is enabled or disabled for a user.
  • Incoming - Mentions if Incoming access is enabled or disabled for a user. 
  • Outgoing - Mentions if Outgoing access is enabled or disabled for a user.
Protocol access details
  • Web browser - Mentions the user's last login time and date via a web browser.
  • POP access - Mentions the user's last login time and date via POP.
  • IMAP access - Mentions the user's last login time and date via IMAP.
  • SMTP - Mentions the user's last login time and date via SMTP.

If the user has never configured any of the protocols, you will see the Never accessed tag.

Forwarding summary

This report only lists the users who have configured a forwarding list.

  • Name/Email - Mentions the user who has configured a forwarding list.
  • Internal forwards - Mentions the internal email address (part of your organization) configured by the user for email forwarding.
  • External forwards - Mentions the external email address (not part of your organization) configured by the user for email forwarding.

You can also see if the forwarding emails are Active or Inactive with the Abled or Disabled tag. You can also know if an email address is unverified with the Not Verified tag.

Recently created
  • Name/Email - Mentions the recently added user's name and mailbox address.
  • Created on - Mentions the date and time the user account was created.
  • TFA status - Mentions if Two Factor Authentication of the user is enabled or disabled.
  • User status - Mention if the user is an active or inactive user.

Out of office

You can see a list of all out of office responses configured by your organization users and also download it as using a CSV file using the Export option.

Exchange ActiveSync

You can see a list of users who has accessed Exchange ActiveSync with their device details and ID.

Email statistics report

The Email statistics reports section consists of consolidated information on your organization's incoming and outgoing email traffic. Using this, you can know the number of emails sent or received by a user, 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 wrt a specific user.

Outgoing traffic
  • Outgoing emails - Mentions the total number of emails sent by the user during the chosen time frame.
  • Total recipients - Mentions the total number of recipients the user sent their overall emails to, during the chosen time frame.
  • No.of internal emails - Mentions the number of emails the user sent within the organization during the chosen time frame.
  • No. of external emails - Mentions the number of emails the user sent outside the organization during the chosen time frame.

You can also view a chart that displays the top 10 members with respect to the most number of emails sent.

Outgoing traffic by size
  • Outgoing email size (MB) - Mentions the overall size of all emails sent by the user in the chosen time frame. 

You can also view a leadership chart that displays the top 10 members with respect to the overall size of emails sent.

Incoming traffic
  • Incoming count - Mentions the total number of emails received by the user in the chosen time frame.
  • No. of internal emails - Mentions the total number of emails received by the user from within the organization in the chosen time frame.
  • No. of external emails - Mentions the total number of emails received by the user from outside the organization in the chosen time frame.

You can also view a leadership chart that displays the top 10 members with respect to the most number of emails received.

Incoming traffic by size
  • Incoming size (MB) - Mentions the overall size of all emails received by the user in the chosen time frame.
  • Internal size (MB) - Mentions the overall size of emails received by the user from within the organization in the chosen time frame.
  • External size (MB) - Mentions the overall size of emails received by the user from outside the organization in the chosen time frame.

You can also view a leadership chart that displays the top 10 members with respect to the size of emails received.

Spam rate

  • 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 among 

You can also view a leadership chart that displays the top 10 members with respect to the number of spam emails received.

Group Reports

The Group reports section consists of the summary of all the groups in your organization, 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.

Group summary
  • 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.
Group incoming traffic
  • 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.

You can also view a leadership chart that displays the top 10 groups with respect to the number of emails received by them.

Group incoming - by size
  • 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.

You can also view a leadership chart that displays the top 10 groups with respect to the overall size of emails received by a group.

Spam rate

  • 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 among 

You can also view a leadership chart that displays the top 10 groups with respect to the number of spam emails received.

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, the total number of emails that pass or fail DMARC, DKIM, and SPF validation.

Note:

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

Success
  • Host name - Mentions the name of the source IP address from which the emails were sent.
  • Total number of emails - Certain email service providers may not send a DMARC report for your sent emails. This mentions the number of emails that received a DMARC report among all the emails sent from your organization.
  • DMARC verification - Mentions the percentage of emails that passed DMARC verification among the total number of emails that received DMARC reports.
  • DKIM verification - Mentions the percentage of emails that passed DKIM verification among the total number of emails with DMARC reports.
  • SPF verification - Mentions the percentage of emails that passed SPF verification among the total number of emails with DMARC reports.

You can click on each table entry to find more details.

  • IP address - Mentions the IP address from which the emails that received DMARC reports were sent.
  • Total number of emails - Mentions the total number of emails (with DMARC reports) sent from that IP address.
  • DMARC success - The total number of emails that passed DMARC verification among the total number of emails sent from that specific IP address.
  • DKIM success - The total number of emails that passed DKIM verification among the total number of emails sent from that specific IP address.
  • DKIM aligned - If the domain in the DKIM signature and the from address of an email matches then it is considered to be DKIM aligned. The total number of emails that were DKIM aligned.
  • SPF success - The total number of emails that passed SPF verification among the total number of emails sent from that specific IP address.
  • SPF aligned - If the domain of the from address and the return-path address in the header of an email matches then it is considered to be SPF aligned. The total number of emails that were SPF aligned.
Failure
  • Host name - Mentions the name of the source IP address from which the emails were sent.
  • Total number of emails - Certain email service providers may not send a DMARC report for your sent emails. This mentions the number of emails that received a DMARC report among all the emails sent from your organization.
  • DMARC verification - Mentions the percentage of emails that failed DMARC verification among the total number of emails that received DMARC reports.
  • DKIM verification - Mentions the percentage of emails that failed DKIM verification among the total number of emails with DMARC reports.
  • SPF verification - Mentions the percentage of emails that failed SPF verification among the total number of emails with DMARC reports.

You can click on each table entry to find more details.

  • IP address - Mentions the IP address from which the emails that received DMARC reports were sent.
  • Total number of emails - Mentions the total number of emails (with DMARC reports) sent from that IP address.
  • DMARC failure - The total number of emails that failed DMARC verification among the total number of emails sent from that specific IP address.
  • DKIM failure - The total number of emails that failed DKIM verification among the total number of emails sent from that specific IP address.
  • DKIM aligned - If the domain in the DKIM signature and the from address of an email doesn't match then it is considered to be DKIM aligned. The total number of emails that were not DKIM aligned.
  • SPF failure - The total number of emails that passed SPF verification among the total number of emails sent from that specific IP address.
  • SPF aligned - If the domain of the from address and the return-path address in the header of an email doesn't match then it is considered to be SPF aligned. The total number of emails that were not SPF aligned.
Forwarders
  • Host name - Mentions the name of the source IP address from which your emails were forwarded.
  • Total number of emails - Certain email service providers may not send a DMARC report for your sent emails. This mentions the total number of your emails that got forwarded and received a DMARC report among all the emails sent from your organization.
  • DMARC verification - Mentions the percentage of emails that had successful DMARC verification among the total number of emails that received DMARC reports.
  • DKIM verification - Mentions the percentage of emails that had successful DKIM verification among the total number of emails with DMARC reports.
  • SPF verification - Mentions the percentage of emails that had successful SPF verification among the total number of emails with DMARC reports.

You can click on each table entry to find more details.

  • IP address - Mentions the IP address from which the emails get fo.
  • Total number of emails - Mentions the total number of emails (with DMARC reports) sent from that IP address.
  • DMARC success - The total number of emails that passed DMARC verification among the total number of emails sent from that specific IP address.
  • DKIM success - The total number of emails that passed DKIM verification among the total number of emails sent from that specific IP address.
  • DKIM aligned - If the domain in the DKIM signature and the from address of an email matches then it is considered to be DKIM aligned. The total number of emails that were DKIM aligned.
  • SPF success - The total number of emails that passed SPF verification among the total number of emails sent from that specific IP address.
  • SPF aligned - If the domain of the from address and the return-path address in the header of an email matches then it is considered to be SPF aligned. The total number of emails that were SPF aligned.

Organization

Domains
  • Domain name - Mentions the domain name added to your organization.
  • Verified status - Mentions if the domain has been authenticated.
  • DKIM status - Mentions if the domain has its DKIM record configured.
  • SPF status - Mentions if the domain has its SPF record configured.
  • MX status - Mentions if MX records for the domain are configured.
  • Created on - Mentions when—the date and time, the domain was added to the account.
  • Expires on - Will mention the expiry date of the domain if purchased via Zoho Mail.
Email Policies
  • Policy name - Lists the name of the email policy.
  • Maximum incoming emails/minute - Mentions maximum incoming emails allowed per minute under the policy.
  • Maximum size (MB) - Maximum size of an email with respect to the policy.

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 Control Panel
  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.

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 Control Panel
  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.

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 in the Scheduled exports section. 

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

  1. Login to Zoho Mail Control Panel
  2. On the left pane, click on the Reports section.
  3. On the Reports page, click the Scheduled reports icon.

You can now see 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.

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