As your organization's administrator, you can create a consolidated view of user status and account activity. Under User Reports, the Accounts report provides details related to your users' account status, like 2-Step Verification status and password strength. Depending on your Google Workspace edition, it also shows user data related to Google Drive, Gmail, and Classroom.
Step 1: Open the accounts report
-
Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
-
In the Admin console, go to Menu
Reporting
Reports
Step 2: Review the data
The Accounts report is based on the following user data.
Note: Depending on your Google Workspace edition, you might not have access to some of the activity reports.
General| Report column | Description |
|---|---|
| User | Username |
| User account status |
User’s account status (Active, Blocked, or Suspended)
Note: The Active user account status includes soft-deleted users. |
| Admin status | User's administrative access (Super admin, Administrator, or None) |
| 2-Step Verification enrollment | Whether the user is enrolled in 2-Step Verification |
| 2-Step Verification enforcement | Whether the user is required to be enrolled in 2-Step Verification |
| Password length compliance | Whether the user is compliant or non-compliant with password-length requirements. For instructions on setting password requirements, go to Enforce and monitor users' password requirements |
| Password strength | Whether the user has a strong or weak password based on the password requirements set by an administrator. For instructions on setting password requirements, go to Enforce and monitor users' password requirements |
| External apps | Number of external apps (non-Google apps) the user has installed in your domain
Note: To view application names for each user and revoke the access of external apps, go to Manage a user's security settings |
| Less secure apps access | Whether the user has the option to block or allow (Allowed or Denied) less secure app access to their own accounts |
| Admin-defined name | User's name as assigned by the administrator |
| Profile name status | Whether the user has changed their profile name or left it unchanged |
| Photos storage used (MB) | Total Photos storage used by the user |
| Total storage used (MB) | Total storage used by the user |
| Storage used (%) | Storage used by the user by percentage |
| Report column | Description |
|---|---|
| Total emails | Total number of Gmail messages the user has sent and received. Includes emails sent or received from third-party SMTP clients using Gmail SMTP servers |
| Emails received | Total number of Gmail messages the user has received. Includes emails received from third-party SMTP clients using Gmail SMTP servers |
| Emails sent | Total number of Gmail messages the user has sent. Includes emails sent by third-party SMTP clients using Gmail SMTP servers |
| Gmail (POP) - last used time | Last time the user used a Post Office Protocol (POP) mail server to access Gmail |
| Gmail (IMAP) - last used time | Last time the user used an Internet Message Access Protocol (IMAP) mail server to access Gmail |
| Gmail (Web) - last used time | Last time the user used web-based Gmail. Note that this timestamp is not synced with the Last Login timestamp |
| Gmail storage used (MB) | Total Gmail storage used by the user |
The new metrics definitions include "added". This metric differs from previous metrics because it counts when "addition" events occur. Addition type events include creating a file, uploading, untrashing, or ownership transfer. This activity gets reported regardless of the final state of the item. Multiple addition events to the same file do not increment the count.
| Report column | Description |
|---|---|
| Public | Number of files that are made publicly available |
| Anyone with link | Number of Drive files made available to anyone with the link |
| Anyone in domain shares | Number of Drive files that are shared with anyone in the domain |
| Anyone in domain with link shares | Number of Drive files that are shared with anyone in the domain with link |
| Outside domain | Number of Drive files shared explicitly with individuals or groups outside the domain |
| Within domain shares | Number of Drive files that are shared explicitly with a user or group within the domain |
| Private shares | Number of Drive files that are not shared at all |
| Google Sheets added | Number of spreadsheets added in Drive |
| Google Drawings added | Number of Google Drawing files added |
| Google Docs added | Number of text documents added in Drive |
| Google Slides added | Number of presentations added in Drive |
| Google Forms added | Number of forms added in Drive |
| Other types added | Number of non-Google files the user has added |
| Files edited | Number of Drive files the user has edited |
| Files viewed | Number of Drive files the user has viewed |
| Files added | Number of Drive files the user has added |
| Drive storage used (MB) | Total Drive storage used by the user |
| Drive - last active time | Last time the user used Drive |
| Report column | Description |
|---|---|
| Classroom - last used time | Last time the user took an action in Classroom, such as creating, grading, returning or submitting work, or posting to the class stream |
| Classes created | Number of classes created |
| Posts created | Total number of posts created by teachers and students |
Step 3: Customize the data in the report
- Open your report as described above.
- Click Settings
.
- (Optional) To add columns to the chart, next to Add new column, click the Down arrow
and select options from the list.
- (Optional) To remove an item from the chart, next to that item, click Remove
.
- (Optional) To rearrange columns, drag and drop an item to a new position.
- Click Save.
Step 4: Filter data and export the report
Filter by user or activity
You can narrow your report to show users or specific events. For example, you can create a filter to find all users who are using 2-Step Verification. Or you can create a filter to list people who share numerous external links.
- Open the report as described in Step 1 above.
- At the top of the report, click Add a filter.
- Click one of the filters from the list, enter the criteria, and click Apply.
Filter by organizational unit
You can filter by organizational unit to compare statistics between child organizations in a domain.
- Open your report as described above.
- At the top of the report, click Organizational unit
- Click Apply.
You can only filter the current organization hierarchy, even when searching for older data. Data before December 20, 2018 will not appear in the filtered results.
You can also filter the data in your report by group. Before a group will appear in this filter, you need to add the group to your filtering groups allowlist.
For details about using group filters, see Filtering results by Google Group.
Step 1: Add a group to your filtering groups allowlist:
- Open your report as described above.
- At the top of the report, click Group filter
- Click Filtering groups.
The Filtering groups page displays. - Click Add Groups.
- Search for a group by entering the first few characters of its name or email address. When you see the group you want, select it.
- (Optional) To add another group, search for and select the group.
- When you finish selecting groups, click Add.
- (Optional) To remove a group, click Remove group
- Click Save.
Changes can take up to 24 hours but typically happen more quickly. Learn more
Step 2: Filter audit log by group
- Open your report as described above.
- At the top of the report, click Group filter
- Select one or more groups and click Apply.
Show data for a particular date
Export your report data
You can export your report data to a Google Sheet, or download it as a CSV file.
- Open your report as described in Step 1 above.
- (Optional) Change the data to be included in your export as described in Step 3 above.
- On the report, click Download
.
- Select which columns to include and the format of the report.
- Click Download.
You can export up to 100,000 rows.
How old is the data I'm seeing?
You won’t see complete data up to the present day. Instead, under the graph heading you'll see the latest date for the column data. The table under the graph shows 1-day data for the latest date.
Occasionally, you'll see an asterisk "*" next to a column name. The asterisk indicates that the data in this particular column might be stale compared to the data in other columns.
For details on when data becomes available and how long it's retained, go to Data retention and lag times.
