User reports: Apps usage

View your users' apps usage activity

As an administrator, you can use Apps usage reports to get an in-depth understanding of how your users use Google Workspace apps. Under User Reports, the Apps usage report provides details related to your users' activity, such as:

  • Emails sent over a specific period.
  • How many files users create and share.
  • Which users are near their Drive storage limits.
  • The number of search queries from different types of devices.

Step 1: Open the apps usage 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 Home page, go to Reportsand thenUser Reportsand thenApps usage.

Step 2: Review the data

The Apps usage report is based on the following user data. 

Note: Depending on your Google Workspace edition, you may not have access to some of the activity reports.

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General

Note: Permanently deleted data (including Vault retained data) does not count toward storage quotas.

Report column Description
Gmail storage used (MB) Megabytes of storage the user has consumed with Gmail data
Drive storage used (MB) Megabytes of storage the user has consumed with Drive data
Photos storage used (MB) Megabytes of storage the user has consumed with photos
Total storage used (MB) Megabytes of storage the user has consumed
Storage used (%) Percentage of available storage space the user has consumed
Gmail
Report column Description
Total emails Total number of Gmail messages the user 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 received. Includes emails received from third-party SMTP clients using Gmail SMTP servers.
Emails sent Total number of Gmail messages the user sent. Includes emails sent from third-party SMTP clients using Gmail SMTP servers.
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.
Currents
Report column Description
Posts Number of posts created by the user.
Deleted posts do not subtract from this count.
Comments Number of comments created by the user.
Deleted comments do not subtract from this count.
Comments received Number of comments created by other users on the user’s content.
Deleted comments do not subtract from this count.
+1s Number of likes performed by the user.
Deleted likes do not subtract from this count.
+1s received Number of likes performed by other users on the user’s content.
Deleted likes do not subtract from this count
Reshares Number of reshares created by the user.
Deleted posts do not subtract from this count.
Reshares received Number of reshares of the user’s content created by other users.
Deleted posts do not subtract from this count.
Drive
Report column Description

Drive - last active time

 
Number of active users, shown cumulatively throughout the month. In the user list, the Drive - last active time column shows the last time a user accessed Drive
Files added Number of Drive files the user has added, which can include creating or uploading a file, transferring ownership, or restoring a file from the trash

Note: Multiple actions on the same file do not increment the count

Files edited Number of Drive files the user has edited
Files viewed Number of Drive files the user has viewed
Google Forms added 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 column 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

Note: Cloud Search columns in the Apps usage reports show the number of search queries in your domain.

Report column Description
Search queries Total number of search queries in Cloud Search
Search queries from web Total number of search queries from web browsers, including computer 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: Customize the data in the report

  1. Open your report as described above.
  2. Click Settings ""
  3. (Optional) To add columns to the chart, next to Add new column, click the Down arrow "" and select options from the list.
  4. (Optional) To remove an item from the chart, next to that item, click Remove "".
  5. (Optional) To rearrange columns, drag and drop an item to a new position.
  6. 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 many external links.

  1. Open the report as described in Step 1 above.
  2. At the top of the report, click Add a filter.
  3. Select and enter the criteria for your filter and if needed, click Apply.

    For example, select Event name and then an event to see log entries for each time the event occurred

Filter by organizational unit

To compare statistics between organizational units in a domain, you can filter by organizational unit. 

  1. Open your report as described in Step 1 above.
  2. At the top of the report, click Organizational unitand thenselect a unit from the list.
  3. Click Apply.

You can only filter the current organization hierarchy, even when searching for older data. Data before December 20, 2018 does not appear in the filtered results.

Filter by group

You can also filter the data in your report by group. Before you can filter audit log data by group, you need to add the group to a Filtering group.

Step 1: Add a group to the Filtering group

  1. Open your report as described in Step 1 above.
  2. At the top of the report, click Group filter"".
  3. Click Filtering groups.
    The Filtering groups page displays.
  4. Click Add Groups.
  5. Choose from the list of groups, or enter text to search for a group name.
  6. Click Addand thenSave.
    Note: After you add a group to the Filtering group, changes may take up to 24 hours to propagate.

 Step 2: Filter audit log by group

  1. Open your report as described in Step 1 above.
  2. At the top of the report, click Group filter"".
  3. Select an organizational unit and click Apply.

Show data for a particular date

Click View by date and use the date selector to show data for a particular date, or select 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 described in Step 1 above.
  2. (Optional) Change the data to be included in your export as described in Step 3 above.
  3. On the report, click Download "".
  4. Select which columns to include and the format of the report.
  5. Click Download.

Note: 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.


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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