The email audit report comes with links to three very useful tables. The first table is accessed through the link ‘Users Audit – Emails’ tab on the Users audit page.
This table is a 6-week look back at email sent and received.
The table is part of the user audit report. It shows the following sortable columns with details related to emails. Every row is linked to a user and columns can be sorted up or down showing how the user’s rank under each category. You may also search and filter by user, group and organisation. The 10 columns of information are detailed as follows:
1) The email quota in use by each user
2) The list of user accounts with email forwarding set and the forwarding address
3) The number of emails sent externally by the user
4) The number of files sent externally by the user
5) The number external emails received by the user
6) The number of external files received by the user
7) The number of emails sent internally by the user
8) The number of files sent internally by the user
9) The number internal emails received by the user
10) The number of internal files received by the user
All the results can be exported to a Google spreadsheet or downloaded.
This table lets you rank your users by activity (generators of email) and by popularity (receivers of email). Those accounts with ‘Forwarders’ set could also be considered a risk.
On the same page, the ‘Email Charts’ button lets you graph the above data.
In the Emails Audit section, the second and third table links are found just above the email audit results
The Sender/Receiver table shows the full matrix of emails for whichever email results are below (by default, after first running the email audit, the entire domain is shown), these include the senders and all the receivers, internal and external, cc’ed and bcc’ed (if the email originated internally) all ranked by volume. The purpose of this table is to map and display email relationships, by domain and by user. You can look at the table from a Domain view, a User view or both.
The table has four columns:
1) The internal senders of any given email or emails
2) The internal receivers of any given email or emails
3) The external senders of any given email or emails
4) The external receivers of any given email or emails
All columns are sortable.
All domain or address results can be ‘clicked through’ to show you the detail of the email conversations.
The purpose of this table is to show the nature and web of relationships for any email, individual, group or domain. The table changes depending on the focus of your audit filters in the main audit page. This is a very powerful ‘big picture’ in a glance view of relationships.
The Top External From/To table lists the external domains and users and ranks them by volume under external senders and external receivers. This table is the external view of the internal user ‘external’ email table ( items 4,5,6,7 from the first table). However, it shows the outside view of the world. You can look at the table from a domain view, or a user view, or both.
There are 4 sortable columns of data:
1) The number of emails sent from the external user or domain into your domain
2) The number of files sent from the external user or domain into your domain
3) The number of emails received by the external user or domain from your domain
4) The number of files received by the external user or domain from your domain
Both of the second and third tables change to reflect the results of the email audit filters, so you can get the domain wide view, the view for a group or the view for a single address.
For example, if on the main email audit page you search for emails ‘Sent To’ firstname.lastname@example.org, then linking through to the second table shows you the matrix around all the emails sent to that address, internal and external and all those cc’d.
Linking through to the third table shows you the top external senders to support and the top external receivers from that address.
In addition, you can go from any address on any of the tables back to a filtered audit for that address, and then look at the respective tables for that address.
This table is very useful if you wish to see who outside your organisation is generating work for you or if you wish to see who is the main target of your output.
Remember after all audits, to ‘clear filter’ before starting a fresh search.
In addition to email audits, there is a separate statistics table to be found in the ‘View scans’ – ‘Statistics’ link. The rows are self-explanatory.
Looking at the above table you may ask how is it that 254 emails were sent with attachments, yet only 188 attachments were sent? The reason for this is that some emails may have had multiple recipients and therefore count as multiple emails, whereas the attachment count is based on the sender.
You may also find these posts relevant: