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Apps usage activity reports

View your users' apps usage activity

As a G Suite administrator, you can use apps usage activity reports to get an in-depth understanding of how your organization uses Gmail, Google Drive, and Google Cloud Search. You can see user activity, such as emails sent over a specific period, how many files users create and share, which users are near their Drive storage limits, and the number of search queries from different types of devices.

Step 1: Open your apps usage activity report

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Reports.

    To see Reports, you might have to click More controls at the bottom.

  3. Go to Apps usage activity.
  4. On the toolbar, click Select columns Select columns. Then select the data you want to show in your report.
  5. See below for how to interpret and customize report data.

Step 2: Understand apps usage activity data

The Admin console bases its Apps Usage Activity reports on the following user data.

General
Report type Description
Total storage used (MB) Megabytes of storage the user has consumed.
Drive storage used (MB) Megabytes of storage the user has consumed with Drive data.
Gmail storage used (MB) Megabytes of storage the user has consumed with Gmail data.
Photos storage used (MB) Megabytes of storage the user has consumed with photos.
Storage used (%) Percentage of available storage space the user has consumed.
Gmail
Report type Description
Total emails Total number of Gmail messages the user sent and received.
Emails received Total number of Gmail messages the user received.
Emails sent Total number of Gmail messages the user sent.
Gmail (IMAP) Last used time Last time the user used Internet Message Access Protocol (IMAP) to access Gmail.
Gmail (POP) Last used time Last time the user used Post Office Protocol (POP) to access Gmail.
Gmail (Web) Last used time Last time the user used Web-based Gmail.
Drive
Report type Description
Files owned Number of Drive files the user created.
Total edits Number of Drive edits the user made.
Shared files Number of Drive files the user shared.
Total views Number of times the user viewed files in Drive (including files you uploaded).
Google Forms Number of forms the user has in Drive.
Google Slides Number of presentations the user has in Drive.
Google Sheets Number of spreadsheets the user has in Drive.
Google Drawings Number of drawings the user has in Drive.
Google Docs Number of text files the user has in Drive.
File uploads Number of times the user has uploaded Drive files.
Classroom
Report type Description
Classroom - Last Used Time Last time the user used Classroom.
Classes created Number of classes created.
Posts created Total number of posts created by teachers and students.
Cloud Search
Report type Description
Search queries Total number of search queries in Cloud Search.
Search queries from mobiles Total number of search queries from mobile devices.
Search queries from tablets Total number of search queries from tablets.
Search queries from desktops Total number of search queries from desktop computers.

The report doesn't include data from the Cloud Search Android app.

Step 3: Change the data you see in the chart

  1. Open your report as shown above.
  2. Next to the title above the chart, click the Down arrow Down Arrow .
  3. Select an option from the list or click a column in the table.
  4. Hover your cursor over any point in the chart to see specific data over the timeline.

Step 4: Change the data you see in reports

  1. Open your report as shown above.
  2. On the toolbar, click Select columns Select columns to view all available columns.
  3. Click the box next to each column you want to display and click Apply.
You'll see the same columns the next time you open this report.

Step 5: Customize and export your report data

Filter the report data by user or activity

You can narrow your report to show specific events or users. 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 a lot of external links.

  1. Open your report as shown above.
  2. If you don't see the Filters section, on the toolbar, click Filter Filter.
  3. Enter or select the criteria for your filter. You can filter on any combination of the data you can view in the report.

Export your report data

You can export your report data to a Google Sheet, or download it as a CSV file.

  1. Open your report as shown above.
  2. (Optional) To change the data to include in your export, on the toolbar, click Select columns Select columns to view all available columns.
  3. Click the box next to each column with data you want to export and click Apply.
  4. On the report, click Download Download.

You can export up to 210,000 cells. The maximum number of rows depends on the number of columns you select.

Change how much data you show

You won’t see complete data up to the present day. Instead, activity in recent days might only be partially reported while it’s still being collected. To choose an end date for collecting data and see the most recent date full data is available:

  1. At the top, next to the calendar, click the Down arrow Down Arrow.
  2. In the calendar, choose an end date for collecting data in your report.

    A green background marks the latest date when all data are collected. You can select a date after that, but later days might report only partial data.

For details on exactly when data becomes available and how long it's retained, see Data retention and lag times.

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