User reports: Accounts

View your users' account status and activity

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

  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 thenAccounts.

Step 2: Review the data

The Accounts 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
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 system automatically suspends the user and marks them as 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 temporarily without deleting the domain profile or associated information, such as documents and presentations. Suspended users can't sign in until an administrator restores a suspended user.
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
Gmail
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

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 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
Classroom
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

  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 numerous external links.

  1. Open the report as described in Step 1 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.

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, 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 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.
    Note: After you add a group to the whitelist, changes may take up to 24 hours to propagate.
  8. To customize your report data, return to your report, and click Group filter to filter by group.

Show data for a particular date

Select 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.

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. 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.

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