Admin Reports - Email Statistics

Posted by Nishi on 22 November 2022

Zoho Mail has a separate Admin Reports section which comprises of statistics on various aspects of your organization's emailing experience. As an administrator, these reports will help you gain information on all aspects of your organization such as Mailbox, Email Traffic, Email Distribution Groups, and DMARC status to mention a few.

Accessing Admin Reports

Log in to Zoho Mail Admin Console.
On the left pane, click on the Reports section. The Admin Reports Dashboard appears.

Note:

The latest left menu navigation is enabled only for a few data centers and will be rolled out to others in a phased manner.
If you want the option enabled to your organization account, please reach out to us at support@zohomail.com.

Admin Reports Dashboard

The Dashboard is the gateway to all the vital information you need to assess your organization's email usage. Experience the data-centric email statistics using the chart of your preference for only the days you want. You can use the Customize organization dashboard button at the bottom of the dashboard to rearrange the reports widgets and enable/ disable them from being displayed on the dashboard.

As an administrator, you can view the widgets in the below views:

Graphical view - This is the default view that appears when you load the Reports page.
Summary view - Select the Summary view option from the drop-down that is located on the top left of the dashboard to switch to the summary view.

Graphical View

When you are in the Graphical view, click the Customize organization dashboard icon to view the list of widgets available. Navigate between the Enabled and Disabled tabs, to enable or disable a widget based on your requirement.

Below is a list of default widgets available under the graphical view:

Email traffic stats - Provides a visual representation of the number of incoming and outgoing emails for the selected date range.
Current license usage - View your organization's license count, a number of used licenses and the number of available licenses through this widget.
Email size - Depicts the size of incoming and outgoing emails in KiloBytes (KB).
User summary - Lists the number of Active, Inactive and Admin users.
Bounce reports - Displays the total number of emails sent and the number of emails that got bounced during the selected date range.
Rejection reports - Shows the total emails received and the number of emails that got rejected during the selected date range.
Outgoing traffic - Displays the number of emails sent within the organization and the number of emails sent to external email addresses during the selected date range.
Incoming traffic - Number of emails received within the organization and the number of emails received from external email addresses during the selected date range.
Authentication reports - A graphical representation of Spam reports. It differentiates the number of failures based on DKIM, SPF, and SPF Soft fail.
Spam reports - Displays the total number of incoming emails (including those received in groups) versus the number of Spam emails.
Rejection type reports - A chart-type report which shows the cause of rejection such as Malicious attachment, Virus, DNSBL, and PBL.
Quarantine incoming reports - Lists the number of emails received in Quarantine versus the number of emails Delivered, Denied, or Redelivered.
WorkDrive storage - For organizations that use WorkDrive, this report will be enabled.

To add your preferred report as a widget refer to the Custom Widgets section.

Summary View

To view the widgets available under summary view, click Summary view from the drop-down that is located in the top left corner of the Dashboard. Once you switch to the summary view you can view the below widgets:

Groups awaiting moderation - Displays the groups that require moderation along with the number of emails awaiting administrator action. Clicking on the email count redirects you to the group Moderation page.
Groups with most members - Shows the groups that have the most number of users. Clicking on the member count redirects you to the respective Groups page.
Administrators - Lists the number of Super Admin, Admin, and Custom Admins available in your organization.
Recently created users - Lists the number of new users created recently. Click on the user count to view the users created.
Recently deleted users - Number of users deleted recently.
Users nearing storage limit - Displays the users with the highest storage consumption in descending order. Clicking on the storage value redirects you to the Admin Console's Storage page.
Dormant users - Lists the number of inactive users in your organization.

Custom Widgets

In addition to the default widgets, you can also add custom widgets to your dashboard. Custom widgets can be added only for reports that are represented as a chart. Do these steps to add a custom widget:

Log in to Zoho Mail Admin Console.
On the left pane, click on the Reports section. The Admin Reports will open in a new tab.
Navigate to the preferred report type in the left pane for which you want to add a custom widget.
Click Add to dashboard from the top right of the toolbar.

If there are multiple custom widgets in your dashboard, you can switch back to the default view by clicking Reset dashboard to default settings from the Configurations page.

The widgets in your dashboard not only provide stats, but also allows you to do certain actions such as Show reports, Chart type, Export, Expand, and Hide. The list of actions can be seen at the top right corner of each widget and it varies from one widget to another.

Favorite Reports

Zoho Mail Admin Reports section contains numerous reports to analyse your organization's data. As an admin, it might be difficult to navigate between these sections daily to check your regular reports and also each admin may have different requirements. Using the Favorite reports section, each admin can choose to keep all their favorite reports in one place instead of juggling between different sections for easy access.

To add any report under My favourite reports, do these steps:

Log in to Zoho Mail Admin Console.
On the left pane, click on the Reports section. The Admin Reports page opens in a new tab.
Select the report which you want to add to Favourite reports and click the Star icon next to the report name in the top panel and the respective report gets added to the Favorite reports.
Navigate to the Favorite reports section from the left pane.
Click on the drop-down and select the necessary report from the list of all the reports added as favorites.
You can uncheck the star icon anytime either from the Favorite reports section or in the respective report section to remove any report from favorites.

Available Reports

You can view and manage various organization reports from the left pane of your Admin Reports. To learn more about each report, click on the report type from the below list:

Audit Logs

The Audit logs report helps you to track all the events performed by admins. The report displays the admin's email address along with the event description, date and time of the event, and IP address of the client from which the event was performed. To access Audit Logs, follow these steps:

Log in to Zoho Mail Admin Console and select Reports on the left pane. The Admin Reports page opens in a new tab.
Select Audit logs on the left pane of Admin Reports.
Below fields appears in the audit logs page:
With the filter options, you can consolidate the audit logs by Date performed, Category, Operation, admin, or user.

Email Logs

The Email logs report displays the log of emails on a particular date or date range as per your request. To view the email delivery logs, follow these steps:

Log in to Zoho Mail Admin Console and select Reports on the left pane. The Admin Reports page opens in a new tab.
Select Email logs on the left pane of Admin Reports.
Choose a date range and select a desired condition from the below options:From address - You can choose this option if you want to fetch the logs of emails sent from a particular account. Recipient - You can choose this option if you want to fetch the logs of emails received by a particular account.MessageID - You can choose this option if you want to fetch the log of a particular message.
Enter the email address or the MessageID in the search bar and hit enter to complete the query.From - Mentions the "from address" of the respective email.Recipient - Mentions the "to address" of the respective email.Subject - Mentions the email subject.Sent time - Mentions the time the email was sent or received. Email size - Mentions the size of the respective email.Status - Mentions whether the email was successfully delivered or not.Sender IP - Mentions the sender's IP address.

The email delivery logs for the selected conditions appear upon user selection. You can choose to export the report by clicking the Export button from the top right corner of the page.

Export Data

To have your data used elsewhere for analytical purposes, you can choose to export them to your local device. To export a report, do these steps:

Log in to Zoho Mail Admin Console.
On the left pane, click on the Reports section and navigate to the Report you want to export.
Click the Export icon and select the export condition you prefer.
You can encrypt your file if you choose to by checking the Encrypt with password option. Enter the password you want to use for encryption.
Once done, click Export.

Your exported data will be saved to your local device.

Scheduled Exports

Export of reports like User summary, Group summary, Protocol status details, Protocol access details, and Storage details will require some time to generate the data file. You can keep track of these reports and download them from the Scheduled exports section.

To see the status of all the exports you've scheduled, follow these instructions:

Log in to Zoho Mail Admin Console.
On the left pane, click on the Reports section.
On the Admin Reports page, click the Scheduled reports icon on the top-right corner.

You can now view all the exports with the date and time information you scheduled. This section will only display the exports that are of the past 30 days. You can also download the reports from the Scheduled reports section by clicking the respective Completed report downloads.

Configuration

The Admin Reports Configuration settings will help you customise your reports based on your preference. To access the configuration in Admin reports:

Log in to Zoho Mail Admin Console.
Click on the Reports from the left pane. The Admin Reports page opens in a new tab.
On the left pane, click on Configuration in the lower end.
Under General,Save and display subject in email logs- Enable the toggle button to save the email subject in the email logs and reports.Reset dashboard to default settings- Click on the button to reset the dashboard to default settings. This will reset all the widgets and charts in the dashboard to the default setting.