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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. Note that this timestamp is not synced with the Last Login timestamp.
Google+
Report type Description
Posts Number of posts created by the user.
Comments Number of comments created by the user.
Comments Received Number of comments created by other users on the user’s content.
+1s Number of +1s performed by the user.
+1s Received Number of +1s performed by other users on the user’s content.
Reshares Number of reshares created by the user.
Reshares Received Number of reshares of the user’s content created by other users.
Drive

The new metrics definitions include “added”. This 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 type Description
Files added Number of Drive files the added, which can include  include creating a file, uploading, untrashing, or ownership transfer.
Files edited Number of Drive the user has edited.
Files viewed Number of Drive files the user has viewed.
Google Forms Number of forms added in Drive.
Google Slides added Number of presentations added in Drive.
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.
Other types added Number of non-Google files the user has added.
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 Web Total number of search queries from web browsers, including desktop and mobile devices.
Search queries from Android Total number of search queries from the Android app.
Search queries from iOS Total number of search queries from the mobile app for iPhone® or iPad®.

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 reports 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.

Show data for a particular date

Select As of date and use the date selector to show data for a particular date, or select Latest to show the latest available data for each application. Many metrics are available for the past 6 months, although some are available for a shorter time.

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 an unlimited number of cells. The maximum number of rows depends on the number of columns you select.

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. 

Occasionally, you'll see an asterisk "*" next to a column name. This indicates that the data in this particular column might be stale compared to the data in other columns on the same page.

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

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