As an administrator overseeing your Exchange Online environment, you are responsible for managing the settings and configuration details of your Exchange resources (e.g. mailbox, mail ditsribution list). Microsoft offers built-in reports within the Exchange admin center to assist with this task. Additionally, you can leverage PowerShell commands to extract in-depth resource information, including mail flow data, message sizes, delivery restrictions, mailbox sizes, last logon times, and various other details.
Specmasoft’s Office 365 Manager is a desktop-based Exchange Online reporting tool that empowers you to generate insightful reports and efficiently manage various Exchange resources, including mailboxes, distribution groups, address book policies, retention policies, sharing policies, and more. We have listed some of the available reports, you will find more reports in the app.
User Mailboxes
This report provides a comprehensive list of all available user mailboxes in your Exchange Online environment. It includes details such as the mailbox’s display name, email address, user principal name, archive status, litigation hold status, creation date, and modification time. Additionally, you have the option to add or view more columns through the Add/Remove columns window for additional details.
Shared Mailboxes
This report presents a list of shared mailboxes along with their respective configuration settings.
Litigation Hold Status Reports
The application assists in monitoring litigation hold details, including information on litigation hold status, hold duration, hold creation time, and the hold owner. It also offers support for generating litigation-hold state reports, distinguishing between litigation hold-enabled and litigation hold-disabled mailboxes.
Archive Status Reports
You have the capability to extract mailbox archive information, including details about the archive status, state, and archive name. The application also offers support for archive status reports, distinguishing between archive-enabled and archive-disabled mailboxes.
Mailbox Usage Report
This report provides comprehensive mailbox usage and statistics details, including information such as the last logon time, mailbox size, total message items, deleted items, and more.
Mailbox Last Logon Report
This report displays the last login date for all mailbox users, reflecting when they last accessed their mailbox through Exchange client applications such as OWA and Outlook. It’s worth noting that, in our testing, we observed that the last login date can also be updated when users sign in and access other Office 365 services like SharePoint, Microsoft Teams, Planner, and others.
Inactive Users by Mailbox Last Logon time
This report aids in identifying inactive users based on their last login time to their mailbox. While there isn’t currently an API available to retrieve Azure AD users’ last login times across all Microsoft 365 services, using the mailbox last login time is a practical approach, as it is updated when users access various Office 365 services associated with their mailbox.
Inactive Mailbox Users with License
This report assists in identifying and listing inactive licensed mailbox users. It allows you to take action by either unassigning licenses from these inactive mailboxes if they are no longer needed or converting the mailbox into a shared mailbox for compliance purposes.
Mailbox Size Report
This report provides comprehensive mailbox storage details, including total item size, item count, deleted item size, deleted item count, message table size, and total table size.
Mailbox Size vs Storage Quota
This report enables you to monitor the current storage quota and the percentage of storage quota utilized by each mailbox. It presents essential report columns including current storage used, storage quota, percentage (%) of storage used, and storage warning level.
Client Access Settings
This report facilitates the retrieval of Exchange client access settings for all mailboxes, providing insights into the enabled and disabled status of per-mailbox settings, including Outlook on the web (OWA), Outlook Desktop (MAPI), Exchange Web Services (EWS), Mobile (Exchange ActiveSync), IMAP, POP, and SMTP Authentication.
Mailbox Permissions report
This report provides a comprehensive list of delegated permissions granted to each mailbox. It extracts details regarding permissions such as Full Access, Send As, and Send on Behalf.
Mail Flow Settings
Message Size restrictions: This report displays message size restriction details, including the maximum message sent size and maximum message receive size.
Message Delivery restrictions: This report presents message delivery restriction details, including accepted and rejected sender email addresses.
Deleted mailboxes with litigation hold
This report compiles a list of deleted mailboxes that are still under litigation hold or retention hold, ensuring their protection against permanent deletion.
Mailbox Policy Report
This report provides comprehensive mailbox policy information, including details about sharing policies, retention policies, role assignment policies, Outlook Web App (OWA) policies, and address book policies.