How to Enable Microsoft 365 Usage Analytics

Microsoft 365 Usage Analytics is a feature that empowers administrators to acquire insights into the usage of Microsoft 365 services and applications by users in their organization. This feature offers valuable data and reports that aid organizations in comprehending how their users engage with different tools and functionalities available within the Microsoft 365 suite.

Usage Analytics tracks and analyzes user activities across applications such as Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and more. It can provide information on various aspects, including:

  1. Active Users: The number of active users per day, week, or month.
  2. Activity Reports: Information about user actions, such as file creation, sharing, and collaboration.
  3. Service Usage: Insights into which Microsoft 365 services and applications are most frequently used by users.
  4. Storage Usage: Data on how much storage space is being utilized and by whom.
  5. Collaboration Metrics: Information on collaboration patterns, including how users work together on documents and projects.
  6. Communication Trends: Statistics on communication activities like emails, messages, and online meetings.
  7. Device and Platform Metrics: Details on the devices and platforms users employ to access Microsoft 365 services.

Having access to Microsoft 365 Usage Analytics can be valuable for organizations for several reasons:

  1. Optimization: Identifying areas where users may need training or additional support to make better use of Microsoft 365 tools.
  2. Resource Allocation: Understanding which applications and services are most critical to users and allocating resources accordingly.
  3. Security and Compliance: Monitoring usage patterns to ensure compliance with company policies and identify potential security risks.
  4. User Adoption: Tracking the adoption rate of new features and tools rolled out by Microsoft.

Microsoft 365 Usage Analytics data can be presented through pre-built reports and dashboards within the Microsoft 365 admin center. Additionally, organizations might have the option to export the data for further analysis or integration with other reporting tools.

Step 1 – Enable Microsoft 365 Usage Analytics

To activate Microsoft 365 Usage Analytics, the initial step involves enabling the template app from the Microsoft 365 admin center. This process necessitates having Global administrator rights. Let’s proceed with the steps:

Enable Microsoft 365 Usage Analytics
Enable Microsoft 365 Usage Analytics
  • Enable the checkbox “Make report data available to Microsoft 365 usage analytics for PowerBI
Enable Microsoft 365 Usage Analytics
Enable Microsoft 365 Usage Analytics

Step 2 – Get Microsoft 365 Usage Analytics App on Power BI

To get the Microsoft 365 Usage Analytics App, follow the below steps:

  • Sign in to the Power BI console as a Global administrator/Report reader/Exchange administrator/Skype for Business administrator/SharePoint administrator.
  • Once logged in, navigate to the “Apps” section and click on the “Get Apps” button.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • Search for the Microsoft 365 Usage Analytics app under All Apps. Click on the app.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • Click on Get It now button to Get the App.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • Click on Get it now button once again to confirm app installation.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • Click on the Install button to Install the Microsoft 365 Usage Analytics Power BI app.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • Once the app is ready, you can click on the “Go to app” button. If you don’t see this button, you can locate the app under the “Apps” option on the left-hand side control panel within the Power BI Portal.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • As of now, the app is installed with sample data. If you want to connect it to your tenant and get the report for Live User and App data, Click on Connect your data.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • Provide your Entra ID tenant ID and Under Advanced keep the default option On for “Automatically refresh my data daily (occurs at midnight).
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • For the Authentication, method use OAuth2 and then click on the Sign in and Connect button. As you are already signed in to the Power BI portal, It will automatically sign in using SSO and connect your app with Entra ID/Microsoft 365.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • As you can see Sample data is being replaced with Live data. Refresh is in progress.
Get Microsoft 365 Usage Analytics App on Power BI
Get Microsoft 365 Usage Analytics App on Power BI
  • In just a couple of minutes, I received a comprehensive report containing data up to the current month. This report includes various visual elements like bar charts and graphs, and it covers a wide range of data analysis categories. While I may not cover every category in detail, I’ve provided some of the key information you can expect to find in the report.

Executive Summary

  • Adoption, Usage, Mobility
  • Communication, Collaboration, Storage
  • Exchange, OneDrive, Sharepoint, Teams, Yammer, and Skype for Business

Overview Tab

  • Adoption, Usage, Communication, collaboration, Storage and Mobility.
  • Provides Overview of data analysis across Exchange, OneDrive, Sharepoint, Teams, Yammer and Skype for Business

Activation/Licensing

  • Activation – Bar chart on Enabled vs Activated Users. Along with that current month Activation%, Activated Users, Total Activation Count.
  • Licensed Assigned – Current month Count of Licence types, Current month Users with Assigned licenses. Assigned licensed over time. Users Assigned a subscription.

Product Usage

  • Product Usage Analysis across Exchange, Groups, OneDrive, Sharepoint, Teams, Yammer, and Skype for Business.
  • Enabled vs Active Users graph.

User Activity

  • Top Ten Most Active Departments
  • Top Ten Most Active Companies
  • User Details across Exchange, OneDrive, Sharepoint, Teams, Yammer, and Skype for Business.
  • Department Adoption Information.
Microsoft 365 Usage Executive Summary
Microsoft 365 Usage Executive Summary

Make the collected data in the report identifiable / Non-anonymous

By default, the data collected by Power BI is anonymous, meaning it doesn’t include specific usernames, groups, or site information in the report. However, if you wish to make this data non-anonymous, you can follow the steps below:

  • Login on Microsoft 365 admin center
  • Go to Settings > Org settings.
  • Under the Services tab, click on Reports.
  • Uncheck Display concealed user, group, and site names in all reports, and then save.
Make the collected data in the report identifiable / Non-anonymous
Make the collected data in the report identifiable / Non-anonymous

Conclusion

In this blog post, we’ve explored the process of enabling Microsoft 365 usage analytics. We’ve accomplished this by installing an app called “Microsoft 365 Usage Analysis” on the Power BI portal under the Apps section. Subsequently, we’ve connected this app to the Azure AD tenant to retrieve the latest data and present it in a user-friendly dashboard.

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