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.
Note: IMAP logins using App Passwords are not logged.
Step 1: Open the apps usage report
-
Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
-
In the Admin console, go to Menu
Reporting
Reports
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.
GeneralNote: 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 |
| 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. |
Note: User reports for Drive don't include changes made in shared drives. They also don't include data for users with Cloud Identity Free or Cloud Identity Premium licenses.
| 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 |
| 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 |
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
- Open your report as described above.
- Click Settings
.
- (Optional) To add columns to the chart, next to Add new column, click the Down arrow
and select options from the list.
- (Optional) To remove an item from the chart, next to that item, click Remove
.
- (Optional) To rearrange columns, drag and drop an item to a new position.
- Click Save.
Step 4: Filter data and export the report
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.
- Open the report as described in Step 1 above.
- At the top of the report, click Add a filter.
- 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
To compare statistics between organizational units in a domain, you can filter by organizational unit.
- Open your report as described in Step 1 above.
- At the top of the report, click Organizational unit
- 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.
You can also filter the data in your report by group. Before a group will appear in this filter, you need to add the group to your filtering groups allowlist.
For details about using group filters, see Filtering results by Google Group.
Step 1: Add a group to your filtering groups allowlist:
- Open your report as described above.
- At the top of the report, click Group filter
- Click Filtering groups.
The Filtering groups page displays. - Click Add Groups.
- Search for a group by entering the first few characters of its name or email address. When you see the group you want, select it.
- (Optional) To add another group, search for and select the group.
- When you finish selecting groups, click Add.
- (Optional) To remove a group, click Remove group
- Click Save.
Changes can take up to 24 hours but typically happen more quickly. Learn more
Step 2: Filter audit log by group
- Open your report as described above.
- At the top of the report, click Group filter
- Select one or more groups and click Apply.
You can export your report data to a Google Sheet, or download it as a CSV file.
- Open your report as described in Step 1 above.
- (Optional) Change the data to be included in your export as described in Step 3 above.
- On the report, click Download
.
- Select which columns to include and the format of the report.
- Click Download.
You can export up to 100,000 rows.
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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