How to View the Accounts Reports in Google Workspace

Quick and easy-to-follow guide for Google Workspace administrators

What are the Google Workspace Accounts reports

The Accounts report shows data regarding Google Workspace users’ account activity and general user status.

Google Workspace Accounts reports data availability and retention

The report only shows data from the last 180 days.
It can take from 1-3 days for new data to become available in the report.

Information you can see in the Google Workspace Accounts reports

User account status - the status of users in the domain: Active, Suspended, or Blocked. A blocked user has violated the Terms of Service. You must contact Google Workspace Support to see if they can restore such a user.

Admin status - the admin status of your users

2-Step Verification enrollment - which users have set up 2SV.

2-Step Verification enforcement - which users have 2SV enforced.

External apps - the number of external apps the user has added.

Less secure apps access status - whether the user allows less secure apps or not

Admin-defined name - users’ names as chosen by an admin.

Profile name status - shows if users have changed their name.

Gmail

Total emails - the number of all emails the user has sent/received.

Emails Received - total number of emails received by the user.

Emails Sent - total number of emails sent by the user.

Gmail (IMAP) - Last Used Time - the last time the user has accessed Gmail via IMAP.

Gmail (POP) - Last Used Time - the last time the user has accessed Gmail via POP.

Gmail (Web) - Last Used Time - the last time the user has accessed Gmail via standard web access at https://mail.google.com.

Drive

Files edited - the number of files the user has edited.

Files viewed - the number of files the user has viewed.

Docs added - number of Google Docs added.

Sheets added - number of Google Sheets added.

Forms added - number of Google Forms added.

Slides added - number of Google presentations added.

Drawings added - number of Google Drawings added.

Other files added - number of other file types added.

Public shares - the number of files that have their sharing settings on Public.

Anyone With Link shares - the number of files with sharing settings set to Anyone with the Link.

Outside Domain shares - the number of files shared with specific people outside the domain.

Anyone in Domain shares - the number of files with sharing settings set to Anyone in the Domain.

Anyone in Domain With Link shares - the number of files with sharing settings set to Anyone in the Domain with the Link.

Within Domain shares - the number of files shared with the whole domain.

Private - number of files that are not shared.

Classroom

Classroom - Last Used Time - the last time the user was in Classroom.

Classes created - the number of created classes.

Posts created - the number of posts by teachers and students.

How to view the Google Workspace Accounts reports step-by-step with images

Step 1

Go to the Admin console https://admin.google.com and in the menu on the left, click Reporting > Reports > User Reports > Accounts.

Step 2

By default, the report shows all data for the latest available date. You can scroll to the right to see more columns.

Step 3

Clicking Add a filter on the left lets you narrow down the scope of the report to find something specific.

Step 4

There are more filters on the top right.

Clicking the Organizational unit filter allows you to only view events related to users in a specific OU.

Step 5

Clicking the Group filter on the top right allows you to only view events related to users in specific Google Groups that you have set as filtering groups. To set a group as a filtering group, you can click the Filtering groups link.

Step 6

The Date filter lets you display the data for a specific date. Again, please note that it’s impossible to go further than the last 6 months.

Step 7

You can manage columns by clicking the gear icon Manage columns on the right.

Step 8

You can click Add new column at the bottom to add a column, or click the X icon to the right of one to remove it.

Step 9

You can also rearrange them by clicking and holding the left mouse button on the left of the column name and dragging it up or down.

Step 10

Exporting the Google Workspace Accounts reports

The Download icon on the right is for exporting data from the report.

Step 11

You can export to a Google Sheets file or a .csv file, and you can export All columns or only the Currently selected columns.

Unless you prefer or need .csv for a specific reason, you should select Google Sheets.

Step 12

When the export is ready, you’ll be able to see it under the Tasks icon on the top right. Click Open in Google Sheets to view the report in a spreadsheet.

Step 13

When viewing a report in Google Sheets, if you have lots of data, it’s helpful to right-click row #1, then select View more row actions > Freeze up to row 1.

This way, the header on top will freeze, allowing you to know what each column is for even when you scroll down.