Email Search Issues

How to Report Daily Email Counts for Microsoft 365 Users

Guest Writer Oct 10, 2026 869 views

Question details

The user wants to track and report the daily number of emails received by Microsoft 365 users and extract email timestamps for detailed aggregation and analysis.

How to Report Daily Email Counts for Microsoft 365 Users

Product: Microsoft 365
Device & OS: not provided
Scenario: Generating activity reports to analyze the daily email volume and mailbox usage of team members.
Observed behavior: Outlook lacks a built-in team report for daily email counts, and standard CSV exports often omit detailed timestamp fields needed for aggregation by day or subject.

Before you start

Ensure you have the appropriate permissions, such as Global Administrator, Exchange Administrator, or Report Reader roles in the Microsoft 365 admin center, to access usage reports across the organization.

Solution 1Recommended

Use Microsoft 365 Admin Center Usage Reports

The Microsoft 365 admin center provides built-in activity reports that offer a high-level overview of mailbox usage and email counts without requiring scripts.

Microsoft 365 includes a dedicated reporting dashboard that tracks email activity across your organization. This is the most straightforward method to view receive and send counts per user.

Access the Admin Center

Navigate to Reports

On the left-hand navigation menu, expand the 'Reports' section and click on 'Usage'.

Select Email Activity

Locate the 'Email activity' widget and click 'View more' to see detailed statistics.

Export the Data

Review the charts displaying sent, received, and read actions. Click the 'Export' link to download the aggregated user data as a CSV file for further analysis.

Use Microsoft 365 Admin Center Usage Reports

Data Anonymization: If user details appear as anonymous strings, you will need to disable report anonymization in the Org settings under 'Reports'.

Solution 2

Analyze Exported Outlook Data with PivotTables

If you lack admin privileges, you can export your own mailbox data and use spreadsheet tools like Excel or WPS Spreadsheet to filter and group messages by received date.

Solution 3

Extract Statistics Using Exchange Online PowerShell

For granular control over user statistics and automated reporting, administrators can use Exchange Online PowerShell cmdlets.

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While extracting daily email counts requires Microsoft 365 admin tools or PowerShell, analyzing the resulting CSV exports doesn't require an expensive Microsoft Office subscription. WPS Office provides a free, lightweight suite equipped with powerful PivotTables and data filtering capabilities to help you aggregate timestamps and create stunning daily email reports.

Fully compatible with Microsoft Excel (.xlsx, .csv) formats for exported Outlook reportsLightweight architecture handles large CSV log files quickly and without lagAdvanced PivotTables and charting tools for precise daily aggregationFamiliar ribbon interface ensures zero learning curve for Excel users

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Frequently Asked Questions

Why doesn't my Outlook CSV export include the time received?

Standard Outlook CSV exports map fields based on default settings, which often exclude detailed timestamps. To fix this, you must click 'Map Custom Fields' during the export wizard in Outlook and manually drag the 'Received' property into the destination field list.

Can I check the daily email counts of my team without admin rights?

No. Outlook does not provide a built-in feature to monitor team mailboxes. Tracking other users' email volume requires administrative privileges in the Microsoft 365 admin center or access granted via Exchange Online PowerShell.

Is it possible to automate the daily email count report?

Yes. Administrators can automate reporting by writing PowerShell scripts utilizing the Get-MailboxStatistics or Microsoft Graph APIs, and scheduling them via Windows Task Scheduler or Azure Automation to email the CSV report daily.

How long does Microsoft 365 retain usage report data?

By default, the Microsoft 365 admin center retains usage report data, including email activity, for 7, 30, 90, or 180 days. For historical tracking beyond 180 days, you must regularly export and save the reports.

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