How to View the Security Reports in Google Workspace

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

What are the Google Workspace Security reports

The Security reports show information about security features, connection to external apps, externally shared data, and more.

Google Workspace Security 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 Security reports

General Information

External apps - the number of third-party apps able to access the user’s data.

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

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

User account status - their status - Active, Suspended, or Blocked. A blocked user has violated the Terms of Service, and you must contact Support to see if you can restore such a user.

Admin status - the user’s admin status.

Less secure apps access status - the status of a user’s Less Secure Apps setting.

Gmail

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://gmail.com.

Drive

External shares - the number of external file sharings by users in the domain.

Internal shares - the number of internal file sharings by users in the domain.

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

Anyone with link - the number of files accessible by Anyone with the Link.

Anyone in the domain with link - the number of files accessible by Anyone in the Domain with the Link.

Visible to anyone with the link in domain - the number of files visible to anyone in the domain with the link.

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

Inside Domain - the number of files shared with specific users in the domain.

Private - the number of files that are not shared.

How to view the Google Workspace Security 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 > Security.

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 Security 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.