User reports: Accounts

View your users' account status and activity

As your organization's administrator, you'll want a consolidated view of user status and account activity. Under User Reports, the Accounts report provides details related to your users' account status, 2-Step verification status, password strength, and more. It also shows user data related to Google Drive, Gmail, and Classroom.

Step 1: Open your accounts report

  1. Sign in to your Google Admin console.

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

  2. On the left, go to Reportingand thenReportsand thenUser Reports and click Accounts. For details, see Step 2: Understand accounts data.

Step 2: Understand accounts data

The Admin console bases its aggregate reports on the following user data.

General
Report column Description
User Username
User account status

User’s account status (Active, Blocked, or Suspended).

  • A blocked user has violated the Terms of Service. Our systems automatically suspend them and mark them Abusive. For more information, you can contact Support.
  • A suspended user has an account that has been temporarily disabled by an administrator. As an administrator, you can suspend a user account without deleting the domain profile or associated information, such as documents and presentations. Suspended users can't sign in until an administrator has restored the suspended user account.
Admin status User's administrative access (Super Admin, Delegated Admin, 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, see 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, see 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, see the user 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.
Gmail (G Suite only)
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.
Drive (G Suite only)

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 column Description
Public shares Number of files that are made publicly available.
Anyone with link shares Number of Drive 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 shares 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 spreadsheets added Number of spreadsheets added in Drive.
Google drawings added Number of Google Drawing files added.
Google documents added Number of text documents added in Drive.
Google presentations added Number of presentations added in Drive.
Google forms added Number of form added in Drive.
Other types added Number of non-Google  files the user has added.
Google Slides added Number of presentations added in Drive.
Google Forms added Number of forms added in Drive.
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.
Classroom (G Suite for Education only)
Report column Description
Classroom - last used time Last time the user took an action on 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: Change the data you see in the chart

  1. Open your report as described above.
  2. Click Settings ""
  3. (Optional) To add columns to the chart, 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 X.
  5. (Optional) To rearrange columns, click and drag an item to a new position.
  6. Click Save.

Step 4: Change the data you see in reports

  1. Open your report as described above.
  2. Click Manage Reports.
  3. To remove data from the report, next to the data name, click "".
  4. To add data to the report, next to Add new column, click the Down arrow "" , and select options from the list.
  5. To rearrange data, drag items to new locations.
  6. Click Save.

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 described above.
  2. At the top of the report, click Add a filter.
  3. Click one of the filters from the list, enter the criteria, and click APPLY.

    You can filter on any combination of the data you can view in the report.

Filter by organizational unit

You can filter by organizational unit to compare statistics between child organizations in a domain.

  1. Open your report as described above.
  2. At the top of the report, select an organizational unit from the list.

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.

Filter by group

You can also filter the data in your report by group. Before a group will appear in this filter, you'll need to whitelist that group:

  1. Open your report as described above.
  2. At the top of the report, click Group filter.
  3. Click Whitelist groups.
    The Whitelist groups page is displayed.
  4. Click ADD GROUPS.
  5. Choose from the list of groups, or enter text to search for a group name.
  6. Click ADD to add specific groups to the list.
  7. Click SAVE.
  8. To customize your report data, return to your report, and click Group filter to filter by group.
    Note: After you add a group to the whitelist, changes may take up to 24 hours to propagate.

Show data for a particular date

Select View by 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 aggregate report data to a Google Sheet, or download it as a CSV file.

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

You can export up to 210,000 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. The table under the graph shows 1-day data for the latest date.

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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