Microsoft Teams Analytics 101: how to take reporting to the next level 

Microsoft Teams Analytics

Understand the basics of Microsoft Teams reporting and how to use it to your advantage to build a foolproof governance plan.

The Microsoft Teams admin center provides IT admins with all the data needed to monitor their cloud environments. And yet, Microsoft Teams reporting remains a complex and time-intensive challenge without a centralized means of gathering data for reports. 

For starters, you need to know what reports are available, where to find them, and what’s included in each. In this blog we cover all of this and explore how IT admins can make the best use of Microsoft Teams analytics to stay on top of Microsoft Teams activity.


The challenges of analytics in Teams 

Successful Teams adoption means lots of users creating teams, hosting meetings, and sharing documents and links—internally and externally. Most organizations will want to encourage this as much as possible. It’s what allows communication and collaboration to thrive, driving up productivity. However, enhanced activity in Teams also means greater risks in terms of governance, compliance, and security.

With so much user activity, minor issues, such as a team becoming inactive because its owner is an orphaned account, can quickly scale into much more serious problems if they are not identified and rectified quickly. Continuous monitoring is essential.

Fortunately, Microsoft provides a wealth of Teams usage reports and analytics to make sure your Teams environment is managed optimally. But this can be daunting in itself. So, here’s everything you need to know to monitor and manage Teams data.

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Where do I find Microsoft Teams analytics reports? 

First, you need to be a global admin for Microsoft 365, a global reader in Microsoft 365, or a Teams service admin. If you have these roles and account permissions within your organization, then you are ready to go.

Next, you need to know where to find the Microsoft Teams admin center, as this is where your usage data can be found. If you have a Microsoft 365 subscription, to find this you must go to the Microsoft 365 administration center online. Once you have signed in with your admin account details, navigate the admin centers section. You may have to scroll down and click show all. Select Teams, and there you have it.

Alternatively, you can access the Microsoft Teams admin center directly. Once again, you will have to log in using a global admin account.


What Teams analytics reports are available? 

Now to the reports you can access. Here is the full list of reports available, and why each is important to you.

Teams usage report

With the Teams usage report, you can see how many users in your organization are collaborating on Teams, including:

  • Active users
  • Active users in teams and channels
  • Active channels
  • Messages
  • Privacy setting of teams
  • Guests in a team

If you’re looking for some further understanding on the parts of Teams, check out this deep dive on Microsoft Teams channels

Teams user activity report

The user activity report looks at the types of activities that people are engaged in. Keep track of meetings, how long they last, how many meetings users take part in, and how much communication occurs via unscheduled meetings. There are all sorts of important information including:

  • Messages a user posted in a team chat
  • Messages a user posted in a private chat
  • 1:1 calls a user participated in
  • Number of meetings user organized
  • Number of meetings user participated in
  • Meetings Audio, Video, and Screen sharing time
  • Last activity date of a user

Teams device usage report

This report gives you information about the devices that are used across your organization to access Teams, including:

  • Windows users
  • Mac users
  • iOS users
  • Android phone users

Teams live event usage report

The Teams live event usage report presents an overview of live events held in your organization, including:

  • Total views
  • Start time
  • Event status
  • Organizer
  • Presenter
  • Producer
  • Recording setting
  • Production type

Teams PSTN blocked users report

Monitor Teams users in your organization who are blocked from making PSTN (Public Switched Telephone Network) calls. View a user’s phone number and information about why they were blocked, including:

  • Display name
  • Phone number
  • Reason
  • Action type
  • Action date and time

Teams PSTN minute pools report

Stay on top of audio conferencing and calling activities via Teams, including:

  • Country or region
  • Capability (license)
  • Total minutes
  • Minutes used
  • Minutes available

Teams PSTN usage report – Calling Plans

The Calling Plans tab, located in the Teams PSTN Usage report, provides more information (including costs) for inbound and outbound PSTN calls, such as:

  • Timestamp
  • User name
  • Phone number
  • Call type
  • Called to
  • To country or region
  • Called from
  • From country or region
  • Charge
  • Currency
  • Duration
  • Domestic/International
  • Call ID
  • Number type
  • Country or region
  • Conference ID
  • Capability (license)

Teams PSTN usage report – Direct Routing

The Direct Routing tab, located in the Teams PSTN Usage report, gives you insights into PSTN usage in your organization, including:

  • Timestamp
  • Display name
  • SIP address
  • Phone number
  • Call type
  • Called to
  • Start time
  • Invite time
  • Failure time
  • End time
  • Duration
  • Number type
  • Media bypass
  • SBC FQDN
  • Azure region
  • Event type
  • Final SIP code
  • Final Microsoft subcode
  • Final SIP phrase
  • Correlation ID

Teams information protection license report

This report provides valuable insights into Microsoft Graph API usage, including licenses and requirements. It covers apps using APIs in model=A only, including:

  • Whether users have valid licenses to push their messages via change notifications
  • Total number of change notification events triggered by a user
  • What apps are listening to org-wide change notification events

How do I elevate my Microsoft Teams reporting and analytics?

It goes without saying that this is a lot of information to take on board. And whether you’re using Microsoft Teams Analytics to boost user adoption, inform governance policies, or monitor external sharing and guest access, you will most likely require several of these reports at once. 

What’s more, you will likely have to switch between different admin centers relating to other Microsoft services, such as the SharePoint admin center. There are no centralized means for doing this within Microsoft out-of-the-box. And this can make the life of an IT admin harder than it needs to be.

ShareGate provides a solution for centralizing all your Microsoft activity data. Our technology crawls through your teams and groups on a daily basis, so you are always up to date. With ShareGate’s Microsoft Teams management, you receive everything you need to elevate your Microsoft Teams analytics reports.

  • Automate Teams monitoring
  • Reduce sprawl
  • Apply custom-fit security settings
  • Schedule regular reviews for external access/sharing
  • Add new users to orphaned accounts

ShareGate makes light work of Microsoft Teams analytics so that you can elevate Teams reporting to ensure you stay on track and stay in the know. With quick and easy access to all the data you need, you can course-correct before anything goes wrong, staying one step ahead of any challenge you might face.

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