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How to Create a Microsoft 365 Report of Outlook App Usage

Algirdas Jasaitis Sep 28, 2026 868 views

Question details

The user needs to generate a consolidated report showing which users have access to Outlook on the web and desktop applications.

How to Create a Microsoft 365 Report for Outlook App Usage

Product: Microsoft 365
Device & OS: not provided
Scenario: Tracking and managing email application usage across an organization.
Observed behavior: Needs to view and export data detailing specific email client usage (web versus desktop) by individual users.

Before you start

Ensure you have the necessary administrator permissions (such as Global Administrator, Exchange Administrator, or Reports Reader) in your Microsoft 365 tenant to access usage reports.

Solution 1Recommended

Generate the Email Apps Usage Report in Microsoft 365 Admin Center

Use the built-in Microsoft 365 Admin Center usage reports to view and export consolidated data on Outlook web and desktop application access.

Microsoft 365 provides detailed usage reports that allow administrators to track how users engage with various services, including specific email clients like Outlook on the web and desktop.

Access the Microsoft 365 Admin Center

Navigate to Usage Reports

On the left-hand navigation menu, click on 'Reports' and select 'Usage' from the dropdown list.

Find Email Activity

Scroll down the usage dashboard until you locate the 'Email activity' widget, then click on 'View More'.

Open the Email App Usage Report

Switch to the 'Email app usage' tab. Here, you can review the consolidated report showing which users are accessing Outlook on the web, desktop, and other email applications.

Export the Data

To download this data for further analysis or record-keeping, click the 'Export' link to save the report as a CSV file.

Generate the Email Apps Usage Report in Microsoft 365 Admin Center

Privacy Settings: If user details appear as anonymous in your report, a global administrator will need to update the privacy settings under Org settings > Reports to display identifiable user information.

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Frequently Asked Questions

Can I see exactly when a user last accessed Outlook on the web?

Yes, the Email apps usage report in the Microsoft 365 Admin Center includes specific columns detailing the last activity date for various apps, including Outlook on the web.

Why is user data hidden or showing as anonymous in the usage report?

By default, Microsoft 365 conceals user, group, and site names in reports to protect privacy. A global administrator can change this setting in the Admin center under Settings > Org settings > Reports.

Can I schedule this Outlook app usage report to be sent automatically?

While the standard admin center doesn't natively email scheduled usage reports, administrators can use Microsoft Graph APIs or Power Automate to extract the usage data and automate report delivery.

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