Skip to main content

Usage Details

The Usage Details page provides granular, per-user consumption and activity data across core Microsoft 365 services. Use this page to understand how individual users are utilizing Mailbox, OneDrive, Teams, SharePoint, and Office Applications — identify heavy consumers, detect dormant accounts, and make informed license right-sizing decisions.

Service Summary Cards​

Five summary cards at the top of the page display the active-to-total user ratio for each tracked M365 service:

  • Mailbox — Active/Total users with recorded mailbox activity
  • OneDrive — Active/Total users with recorded OneDrive activity
  • SharePoint — Active/Total users with recorded SharePoint activity
  • Teams — Active/Total users with recorded Teams activity
  • Office_apps — Active/Total users with recorded Office application activity

These cards update based on the most recent sync data from the connected M365 tenant and provide an instant overview of engagement levels across all services.

Service Tabs​

Usage data is organized into three service-specific tabs. Each tab presents a dedicated table with columns relevant to that service.

Mailbox​

The Mailbox tab displays email storage and activity data for each user.

Table Columns​

  • User — The display name of the M365 user
  • Email — The user's primary email address or UPN
  • Storage Used — The amount of mailbox storage consumed by the user
  • Items — The total number of items (emails, calendar entries, contacts) in the user's mailbox
  • Last Activity — The date of the user's most recent mailbox activity such as sending or receiving email

Key Details​

The Mailbox tab helps administrators identify users with excessive storage consumption, users who have not accessed their mailbox recently, and accounts that may be candidates for archiving or license reclamation.

OneDrive​

The OneDrive tab displays cloud storage usage and file activity for each user.

Table Columns​

  • User — The display name of the M365 user
  • Email — The user's primary email address or UPN
  • Storage Used — The amount of OneDrive storage consumed by the user
  • Files — The total number of files stored in the user's OneDrive
  • Last Activity — The date of the user's most recent OneDrive activity such as uploading, editing, or sharing files

Key Details​

The OneDrive tab provides visibility into cloud storage consumption patterns. Use this data to identify users with large storage footprints, detect dormant OneDrive accounts, and plan storage capacity for the organization.

Teams​

The Teams tab displays collaboration activity data for each user.

Table Columns​

  • User — The display name of the M365 user
  • Email — The user's primary email address or UPN
  • Chat Messages — The number of chat messages sent by the user
  • Calls — The number of Teams calls placed or received by the user
  • Meetings — The number of Teams meetings attended by the user
  • Last Activity — The date of the user's most recent Teams activity

Key Details​

The Teams tab measures active collaboration engagement. Users with low or zero Teams activity despite holding licenses that include Teams may be candidates for license downgrade to a plan that excludes Teams.

SharePoint and Office Apps Tracking​

In addition to the three data tabs, the summary cards track two additional services — SharePoint and Office_apps — providing activity counts without a dedicated detail table. These metrics feed into the recommendation engine to identify users holding premium licenses who show no activity in SharePoint or desktop Office applications.

  • SharePoint — Measures site visits, file views, and collaboration activity in SharePoint Online
  • Office_apps — Tracks activation and usage of desktop Office applications (Word, Excel, PowerPoint, Outlook)

Users with zero SharePoint or Office_apps activity while holding E3 or E5 licenses may appear as downgrade candidates in the Recommendations module.

Best Practices​

  • Review Last Activity dates across all tabs to build a complete picture of user engagement before making license decisions
  • Cross-reference usage data with license assignments to identify users paying for services they do not actively use
  • Use Teams activity data as a collaboration health indicator when evaluating license tiers that bundle Teams
  • Monitor SharePoint and Office_apps summary cards to identify users who may be over-licensed for premium plans they are not utilizing
  • Monitor storage consumption trends in Mailbox and OneDrive to anticipate capacity needs and avoid quota limits
  • Export usage data for offline analysis or to share with department managers for review
  • Check that Reports.Read.All permission is enabled in the M365 Configuration to ensure complete and accurate usage reporting