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Data Analytics - Email Analytics Report

You can use the Email Analytics report to locate outdated emails, emails with large attachments, or large mailboxes on your email server.

Table of Contents

View Email Analytics Reports from the Web Console

After running an analytics job, you can view the Email Analytics Report from the Web Console.

Only users assigned the following permissions or roles can view the File and Email Analytics reports:

  • CommCell users need the Browse permission on the client, client group, or CommCell.
  • Active Directory users need the End User permission on the client, client group, or CommCell.
  • All users need the File Analytics and Email Analytics permissions on the CommCell.
  • To schedule or email the reports from the Web Console, users also need the Report Management permission on the CommCell.

Also, users can only view the analytics information for clients that are:

  • owned by the user
  • associated with the user through a user group

For instructions on user capabilities and user group associations, refer to User Administration and Security.

Email Analytics reports can be accessed through the Web Console.

  1. Log on to the Web Console.
  2. Click Analytics.
  3. Click Email Analytics.

    A list of available reports appear.

From here, you can:

Use the Email Analytics Report to... Refer to...
view a summary of information for data on a specific client or client group, including space usage by:
  • Received Time
  • Email Size
  • Has Attachment
View Summary Information for an Email Server
outdated emails, which can be deleted or moved to secondary storage Analyze Outdated Emails
emails with large attachments Analyze Emails with Attachments
large mailboxes Analyze Mailboxes

View Summary Information for an Email Server

You can view a summary of information for the data residing on a specific email server with the Email Analytics report. The summary contains information regarding space usage distribution by:

  • Received Time
  • Email Size
  • Has Attachment

To view summary information for an email server:

  1. Under Email Server, click the name of the server you want to view.

    The summary report for the selected email server appears.

  2. To view more detailed information for the selected email server, click Interactive to access the complete analytics report.

Analyze Outdated Emails

To analyze outdated emails, view the Space Usage Distribution by Received Time data view.

  1. In the Email Analytics screen under the Action column, click Analytics for the email server you want to view.

    The Space Usage by Received Time data view appears.

  2. To further analyze the information in the report, proceed as follows:
    If you want to... Then...
    view detailed data information for data in a specific range
    • Point to a bar on the graph.
    filter the current data view by mailbox owner
    1. Click the Filter button.
    2. Select the mailboxes to include in the data view.
    3. Click Apply.
    filter the current data view by attachments
    1. Click the Filter button.
    2. Select the attachment filters to include in the data view.
    3. Click Apply.
    modify the data ranges (y-axis)
    1. Click the Customize Categories button.

      From here, you can:

      • Type or select new values of a range to display in the graph.
      • Remove a range by clicking the minus button.
      • Add a range by clicking the plus button, up to a maximum of 6.
    2. Click Apply to save your changes and update the graph.
    view more granular data information for a specific range
    • Click on a y-axis value.

      More granular data for the selected range appears.

      For example, from the default Received Time data view, click Less than 1 year to view a quarterly distribution of the data in the selected range.

    view a detailed list of data included in the current view
    • Click the Mailbox View button .

      The Listing View appears with the following information:

      • Mailbox owners
      • The size of each mailbox in the current data view

      Information in the listing view can be sorted by clicking on the column titles.

    approximate savings of archiving items in the current data view
    • In the Cost in $ box below the data view, enter your storage costs (in dollars per GB).

      The Save Approx value updates to reflect the amount you could save by moving data in the current data view to archival storage.

Analyze Emails with Attachments

To analyze emails with attachments, use the Space Usage Distribution by Attachment data view.

  1. In the Email Analytics screen under the Action column, click Analytics for the email server you want to view.
  2. The Space Usage by Received Time data view appears.

  3. Click a bar on the graph to view size information for email data within a specific received time range.

    If you want to view size information for all email data, first create a category that will capture all email data:

    1. Click the Custom Categories button.
    2. Create a date range of Beyond 0 Years.
    3. Click the bar on the graph for Beyond 0 Years.

  4. The Space Usage Distribution by Email Size data view appears.

  5. Click a bar on the graph to view attachment information for email data within a specific size range.

    If you want to view attachment information for all email data, first create a category that will capture all email data:

    1. Click the Custom Categories button.
    2. Create a date range of Below 1000 GB.
    3. Click the bar on the graph for Below 1000 GB.

    The Space Usage Distribution by Attachment data view appears.

  6. To further analyze the information in the report, proceed as follows:
    If you want to... Then...
    view detailed data information for data in a specific range
    • Point to a bar on the graph.
    filter the current data view by mailbox owner
    1. Click the Filter button.
    2. Select the mailboxes to include in the data view.
    3. Click Apply.
    view a detailed list of data included in the current view
    • Click the Mailbox View button .

      The Listing View appears with the following information:

      • Mailbox owners
      • The size of each mailbox in the current data view

      Information in the listing view can be sorted by clicking on the column titles.

    approximate savings of archiving items in the current data view
    • In the Cost in $ box below the data view, enter your storage costs (in dollars per GB).

      The Save Approx value updates to reflect the amount you could save by moving data in the current data view to archival storage.

Analyze Mailboxes

To analyze files by type, use the Listing View.

  1. In the Email Analytics screen under the Action column, click Analytics for the email server you want to view.
  2. The Space Usage by Received Time data view appears.

  3. Click the Mailbox View button .

    The Listing View appears with the following information:

    • The mailbox owner of each email
    • The size of each mailbox in the current data view

Viewing Reports for Proxy Clients

You can view Email Analytics report for a proxy client by changing the URL of the report.

  1. In the Web Console, open the Email Analytics reports.

    See Viewing Email Analytics Reports in the Web Console.

  2. Add &proxyClient=true to the end of the URL of the Email Analytics report. For example:

    http://<WebConsole>/webconsole/cireports.index.jsp?component=exchClients&proxyClient=true.

    WebConsole is the name of the machine where the Web Console is installed.

    The list of proxy client Email Analytics reports appears.