This document provides an overview of understanding and tracking Office 365 usage and adoption. It defines what constitutes an active user for various Office 365 workloads like Exchange Online, SharePoint Online, OneDrive for Business, Yammer, Skype for Business, Office, Office 365 Groups, and Microsoft Teams. It also describes the various activity reports available in the Microsoft 365 admin center to track usage of these workloads over time periods of 7-180 days. Additional tools discussed include Microsoft 365 Usage Analytics in Power BI, usage reports, and various Office 365 governance tools to manage groups and licenses.

2. UNDERSTANDING AND TRACKING
OFFICE 365 USAGE AND ADOPTION
TONI FRANKOLA
CEO, SysKit, Croatia

3. SharePoint On-prem, Hybrid
and Office 365 Solutions
SysKit
SysKit is a software development company
based in Zagreb, Croatia, Europe founded
in 2009. ​
We create innovative software solutions for
SharePoint and Office 365 admins and
consultants.

5. 20M

7. What is an active user?
• Exchange Online - Any user who has read or sent an email. Calendar: WIP
• SharePoint Online - Any user who has interacted with a file by creating, modifying, viewing,
deleting, sharing internally or externally, or synchronizing to clients on any site or viewed a
page on any site.
• OneDrive for Business - Any user who has interacted with a file by creating, modifying, viewing,
deleting, sharing internally or externally, or synchronizing to clients.
• Yammer - Any user who has read, posted, or liked a message on Yammer.
• Skype for Business - Any user who has participated in a peer-to-peer session.
• Office - Any user who has activated their Office 365 Pro Plus, Visio Pro or Project Pro
subscription on at least one device.
• Office 365 Groups - Any group member that has mailbox activity (if a message has been sent to
the group)
• Microsoft Teams - Any user who has participated in chat messages, private chat messages,
calls, meetings or other activity

8. Activity Reports

9. Activity Reports in the Microsoft 365 admin center
• Handy set of reports available in the Admin Center
• Provides data for major workloads 7-180 days (delayed up to 48 hours)
• Roles: Global, Exchange, SharePoint, S4B admins, Reports reader

10. Featured reports
• Email activity
• Mailbox usage
• Office activations
• Active Users
• Email apps usage
• Office 365 groups
• OneDrive for Business user activity
• OneDrive for Business usage
• SharePoint site usage
• SharePoint activity
• Skype for Business Online activity
• Skype for Business Online conference
organized activity
• Skype for Business Online conference
participant activity
• Skype for Business Online peer-to-peer
activity
• Yammer activity
• Yammer device usage
• Yammer groups activity report
• Microsoft Teams user activity
• Microsoft Teams device usage

11. Additional
• Licensing Reports
• Data on individual users
• Deleted users

12. Usage Reports
Demo

13. Microsoft 365 Usage Analytics (Power BI)

14. Microsoft 365 Usage Analytics (1)
• Goal: Use Microsoft 365 usage analytics within Power BI to gain insights on
how your organization is adopting the various workloads
• Microsoft 365 usage analytics is a content pack that gives you access to a pre-
built dashboard that provides a cross-product view of the last 12 months and
contains a number of pre-built reports.
• The data model that powers the content pack includes user attributes from
Active Directory (location, department and organization)

15. Microsoft 365 Usage Analytics (2)
• The content packs is free
• (Power BI license is required for advanced use and sharing)
• SharePoint Teams sites and group sites
• Outlook, Yammer and SharePoint groups (no MS Teams and Planner)
• PII can be hidden by using the anonymous option

17. Key Reports
• Adoption – Offers an all-up summary of adoption trends. Use the reports in this section to learn how
your users have adopted Office 365, as well as how overall usage of the individual services has changed
month over month.
• Usage – Offers a drill-down view into the volume of active users and the key activities for each product
for the last 12 months. Use the reports in this section to learn how people in your organization are using
Office 365.
• Communication – You can see at a glance whether people in your organization prefer to stay in touch by
using Teams, Yammer, email, or Skype calls.
• Collaboration – See how people in your organization use OneDrive and SharePoint to store documents
and collaborate with each other, and how these trends evolve month over month. You can also see how
many documents are shared internally or externally and how many SharePoint sites or OneDrive accounts
are actively being used, broken out by owners and other collaborators.
• Storage – Use this report to track cloud storage for mailboxes, OneDrive, and SharePoint sites.
• Mobility – Track which clients and devices people use to connect to email, Teams, Skype, or Yammer.

18. Key Features (2)
• Activation and licensing - how many users have downloaded and activated Office apps and how many
licenses have been assigned by your organization.
• Activation – Track service plan (for example, Office 365 ProPlus, Project, and Visio) activations in your
organization.
• Licensing – This report contains an overview of license types, the count of users who were assigned each
license type, and the license assignment distribution for each month.
• Product usage
This report contains a separate report for each Office 365 service, including Exchange, Office 365 groups,
OneDrive, SharePoint, Skype, Teams, and Yammer.
• User activity
User activity reports are available for certain individual services. These reports provide user-level detail
usage data joined with Active Directory attributes.

19. Configuration (1)

20. Configuration (2)

21. Azure AD Directory ID
Configuration (3)

22. Configuration (4)

23. Configuration (5)

24. Configuration (!)

25. Microsoft 365 Usage Analytics
Demo

26. Microsoft 365 Usage Analytics
Customizing Reports
Demo

27. Microsoft 365 usage analytics data model

28. Reporting API
• Part of the graph API
• Currently in preview
• Covers the same dataset za Power BI
• EmailActivity, EmailAppUsage, MailboxUsage, Office365Activations,
Office365ActiveUser, Office365GroupsActivity, OneDriveActivity,
SharePointActivity, SharePointSiteUsage, SfbActivity, SfbDeviceUsage,
SfbOrganizerActivity, SfbParticipantActivity, SfbP2PActivity, YammerActivity,
YammerDeviceUsage, YammerGroupsActivity
• Example:
GET /reports/getEmailActivityUserDetail(period='D7')

29. Microsoft Teams (additional reporting)

30. Understanding Teams usage
• Office 365 Admin > Teams
• Teams Admin Center
• Within Teams Admin client (single team, and all)

31. Productivity Score

32. Office 365 Governance Tools

33. Office 365 Groups Naming Policy
• This built-
in setting helps Office 365
admins curb the sprawl of
groups and introduce order.
• The other component of the
group naming policy allows
you to define a list of words
that are not allowed to be
a part of the group name e.g.
“CEO” or “legal”.

34. Restrict Office 365 Groups Creation
• Athe Office 365 tenant grows, administrators might discover that groups have
sprawled all over the place and the growth needs to be contained.
• By restricting the creation of Office 365 groups to only a selected number of
people, you can put an end to group clutter.

35. Office 365 Groups Expiration Policy
• Since all end-users are able to create
groups from a large variety
of workloads, such
as Outlook, SharePoint, Planner,
Teams, and Power BI, clutter is bound to
happen if you don’t pay attention.
+ Stream

36. Office 365 Groups Expiration Policy (2)
• With the Office 365 Groups expiration policies, you can set up a system that is
going to periodically check if a group is used and make the group
owner responsible for verifying that.

37. Dynamic Office 365 Groups Memberships
• For groups with many members, manually updating group membership can be a challenging
task. This is where dynamic group memberships enter the game. This option allows you to
change members of a group based on AD user properties like Department or Manager.

38. Office 365 Groups Classification
• Allows you to define one more level of classification based on information
type or some other internal way to differentiate groups.
• Some examples might include “Standard”, “Secret” or “Top Secret” type
of classification.

39. Hide Office 365 Groups from the global address list (GAL)
• Even though each Office 365 group gets an email address, you might want
to hide some of the groups from the global address list. For example, if you
have a legal department group that you don’t want to show up in the address
list, you can hide the group using a simple command in PowerShell.

40. Office 365 Groups Access Reviews
• With this Azure AD feature, administrators can define routine checks to be
performed against your groups and its members. This feature is designed to
help you verify users, most notably external users, and if they should continue
to have access to a particular group.
• Such controls make a lot of sense for groups that contain very sensitive
information or where membership changes often. Owners
can review group access and update group memberships when informed.

41. Entitlement Management
• Entitlement Management is a comprehensive solution based on Azure AD.
It allows companies to group similar resources such as Azure AD Groups, Office
365 Groups and SharePoint sites, enabling users to access combined
resources at once and simplifying the overall access management.

42. Feature License Requirements Additional Notes
1. Restrict Groups creation Azure AD P1
The Azure AD Premium Licenses are required for „group
creators”.
2. Office 365 Group Naming Policy
Azure AD P1
•The Premium license is required for:Everyone who is a
member of the group,
•The person who creates the group,
•The admin who creates the Groups naming policy.
3. Office 365 Group Expiration Policy Azure AD P1
•The Premium license is required for:Administrators who
configure the settings,
•The members of the affected groups.
4. Dynamic Memberships of AD
Groups (e.g. based on department)
Azure AD P1
The Premium license is required for each unique user that
is a member of one or more dynamic group.
5. Group classification
No special license required. —
6. Groups are hidden from GAL No special license required. —
7. Access Reviews Azure AD P2
•The License is required for the following
users: Administrators who create an access review,
•Group owners who perform an access review,
•Users assigned as reviewers,
•Users who perform a self-review.
8. Entitlement management Azure AD P2
Using this feature requires an Azure AD Premium P2
license.

43. http://bit.ly/2Y3Rq6R