Shared mailboxes play a vital role in facilitating efficient collaboration within businesses and organizations. They allow multiple users to access and send emails from a common email address (e.g., [email protected] or [email protected]), streamlining team communication.
Additionally, shared mailboxes can serve as a temporary archive to retain the email data of former employees, helping preserve important correspondence even after users leave the company.
Why organization need a shared mailbox usage report?
There are many factors and security issues in an organization that should be measured and acted upon accordingly. Similarly, shared mailbox usage reports help them monitor and optimize resources and security.
It also includes activities, access, license management, etc. The IT administrator can streamline management based on these statistics and make shared mailboxes efficient and effective for everyone.
How to get usage reports of shared mailbox?
There are two primary methods to export shared mailbox usage reports in Microsoft 365:
- Microsoft Admin Center:
A user-friendly, graphical interface ideal for administrators who prefer a visual approach. It allows easy navigation and export of mailbox reports with just a few clicks. - PowerShell Commands:
Preferred by IT professionals for its speed and automation capabilities. PowerShell enables quick access to detailed reports, especially useful for bulk data extraction or scheduled reporting tasks.
Both methods serve different expertise levels and can be used based on organizational needs and IT proficiency.
Get shared mailbox usage report using Microsoft Admin Center
Using the Microsoft admin center, users who have admin access can easily export the report. Follow the below steps:
- Login to Office 365 and navigate to the admin panel.
- In the Microsoft admin center, click on Reports
- Choose Usage
- Click on Exchange on the left side application.
- Hit on Mailbox usage. In the below detail, you can add additional columns like recipient type, item count, create date, etc. to view details.
- Now go to the storage section and choose Shared in the drop-down.
- Click on the Export option to download data in CSV file format.
To check mailbox activity or view the last sent/received emails, an administrator can grant himself full access permissions using the Exchange Admin Center (EAC). Read: How to Delegate User Mailbox?
Create a Shared mailbox usage report using PowerShell
Use these cmdlet commands to obtain individual or mass-shared mailbox usage reports for IT professional users.
Run this command to Connect Exchange Online
Connect-ExchangeOnline
Run the below command to get the shared mailbox list
For single mailbox
Get-MailboxStatistics -Identity "[email protected]" | Select DisplayName, LastLogonTime, TotalItemSize, ItemCount
Export single shared mailbox usage report in CSV
Get-MailboxStatistics -Identity "[email protected]" | Select DisplayName, LastLogonTime, TotalItemSize, ItemCount | Export-Csv -Path "C:\Users\somit\Desktop\SelectedSharedMailboxReport.csv" -NoTypeInformation
For all shared mailboxes
Get-Mailbox -RecipientTypeDetails SharedMailbox | Select-Object DisplayName,PrimarySmtpAddress
Get details of the last login time, size, and count
Get-Mailbox -RecipientTypeDetails SharedMailbox | Get-MailboxStatistics | Select DisplayName, LastLogonTime, TotalItemSize, ItemCount
Export Shared mailbox usage report in CSV
Get-Mailbox -RecipientTypeDetails SharedMailbox | Get-MailboxStatistics | Select DisplayName, LastLogonTime, TotalItemSize, ItemCount | Export-Csv -Path "C:\Users\somit\Desktop\SharedMailboxUsageReport.csv" -NoTypeInformation
As an IT professional, you can customize PowerShell scripts to export more specific details about shared mailboxes based on organizational needs. This includes additional attributes such as last send/receive timestamps, mailbox size trends, quota status, user access logs, and more
Conclusion
In this guide, we’ve outlined clear steps to download shared mailbox usage reports with and without PowerShell commands. Whether you’re an IT admin looking for a quick export method or an organization seeking a user-friendly approach, these methods ensure you have the flexibility and control you need. For more assistance related to Office 365 migration, recovery, and support, contact MailsDaddy.
Read More