GSX Blog

Office 365 Reporting – Gain actionable insights with filters

Posted by Juliette Ollagnier on Thu, Aug 11, 2016

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Microsoft Office 365 released a new reporting portal earlier this year, with some improvements and advanced capabilities over its previous version. But for IT administrators who want custom usage reports, and more effective cost management insights, GSX 365 Usage remains crucial tool. Today we will explore more about the filtering capability, which is limited in the native Microsoft Admin Center.

The filtering capabilities in the native Microsoft Admin Center do not drill into the data sufficiently, and you can only filter by a small of predefined fields that fall short of most practical applications. In comparison, the GSX 365 usage tool includes a powerful range of filters and search functions to help you get exactly the information you want. With it you can get more extensive accounting and ROI analysis within your Office 365, and drill down into each department to understand usage and costs.

This post will explain these different functions and provide some common examples.

Most of the GSX 365 Usage reports will have a blue Report Filters button on the top right hand side. Clicking this button expands the Filtering engine which allows you to customize the data returned by the report. Using these filters, you can create complex and targeted queries for the data in the report.

You can add as many filter parameters as you wish.

  • The first box allows you to specify the AND/OR operator.
  • The second box lets you choose which Office 365 Attribute to filter – select the one you want from the list.
  • The third box allows you to specify whether the Office 365 attribute EqualsDoes Not EqualContainsDoes Not ContainIs Less ThanIs Greater Than,the value that you put into the next box.  If you use the Is Empty or Is Not Empty field, the next box is ignored.
  • The fourth box is your search query.

When you put it all together, you can do things like find all Inactive Users from the Sales Department.

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You can also use the Save Report button to save these filters. Click the Saved Reports section in the Navigation Bar on the left hand side to see your Saved Reports.

Advanced Date Filtering

If you want to show all results with a specific date, you should use the “Contains” operator and specify the date in the YYYY-MM-DD format.

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You can also apply variable date filters to generate reports like "User Accounts Created in the Past 7 Days" by using English time concepts within the filter. You can enter values such as Today, Yesterday and "First Day of Last Month" as well as mathematical operations such as "-7 days".

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A common requirement is to schedule rolling monthly reports. This is now relatively easy by combining two date filters which will return results between two variable dates. The example below will return all users who last logged on in the previous month.

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Searching a table

You can also use the search box at the top of the Data table to return more granular results.

Simply type part of a user’s name or UserPrincipalName or other value from the table into the search box to return only those results.

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Read this page to learn more about GSX 365 Usage.

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A detailed feature comparison between native Microsoft Admin Center and GSX 365 Usage is available. Check it out>>

 

  

 

 

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Tags: Office365, office 365 reporting, Office 365 usage