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Accessing and using Lync Online reports

Lync Server 2013

Topic Last Modified: 2014-09-05

To access the Lync Online reports, log on to the Office 365 administrator portal (https://portal.office.com/admin/default.aspx) using your Lync Online user account and password. The account you use to log on must be assigned either the Global administrator or the Password administrator user role in order to view the reports. To verify whether an account has been assigned one of these roles, do the following:

  1. In the Office 365 Admin center, click USERS and then click Active users.

  2. Click the display name of the account to be checked.

  3. On the account properties page, click settings.

  4. Any administrative role assigned to the user account will be shown under the Assign role heading. For example, the following user has been assigned the Global administrator role:

    Office 365 administrator assign role settings

After you have logged on, click the reports heading found on the portal home page:

Link to Office 365 reports

In turn, the Admin center will display all the Office 365 reports available to you, including the Lync Online reports:

Link to the Lync Online reports

To view a report, simply click the appropriate link. Each Lync Online report will also provide links to the other Lync Online reports.

Each time you select a new report the Admin center defaults to showing you the “daily view.” In daily view, you see statistics for the previous 14-day period. Note, however, that the report will not display up-to-the-minute data but will typically be a day or two behind the current date. For example, if you are viewing reports on August 25, 2014 you will see daily statistics for the 14 days between August 9, 2014 and August 22, 2014, inclusive:

Daily timeline example

Incidentally, in the preceding chart each orange rectangle represents one day. Hovering your mouse over any one of those rectangles will report the actual numbers for that time period:

Displaying the data for a data point

You can also choose to view data for the past 30 days or the past 90 days simply by selecting the desired time interval:


The Aggregated data by dropdown enables you to view weekly or monthly statistics in addition to daily statistics: to switch between views simply click select Daily, Weekly, or Monthly from the dropdown. With the weekly view, you see aggregate statistics for the previous 8 weeks, including the current week (a week begins on Sunday at 12:00 AM and ends on Saturday at 11:59 PM):

Weekly timeline example

If you decide to view monthly statistics you’ll see aggregate values for the past 12 months:

Monthly timeline example

If your domain has been around long enough, you can also choose to view data for the past 24 months.

Note that the range of dates displayed in the Lync Online reports are configured by the report itself and cannot be modified. For example, suppose the current date is August 26, 2015 and you would like to review the active user data for January 13, 2014. There is no way to configure the reports to display that information for that date; that’s because the data is older than the maximum 90-day reporting interval. If you need to view data that falls outside the date ranges imposed by the reports, you can use the OData feature included in Microsoft Excel to retrieve data that is might not be available in the Admin center reports.

Administrators with a development background can also take advantage of the REST (Representational State Transfer) web service in order to programmatically access the Lync Online reporting data.

By default each Lync Online report is displayed as a chart. However, beneath each chart is a table that shows the exact same information:

Data table beneath a graph

What’s the point of displaying the same data twice? Well, for one thing, the data in the table can be selected, copied, and then pasted into another application. To do that, use your mouse to select the data in the table, then press Ctrl-C in order to copy that information to the clipboard. The copied data can then be pasted into an application such as Excel:

Lync Online data pasted into Excel

Note that, at this point in time, this is the only way to copy Lync Online data from the Office 365 Admin center: you cannot click a button and save or export information from the Lync Online reports. Copying and pasting the tabular data provides a way to work around this limitation.

Periodically copying and pasting data from the reports also provides a way for you to maintain your own database of Lync Online activity. As noted previously, if today’s date is August 20, 2014 there is no way to use the Admin center to view daily activity for January 6, 2014; that’s because the January 6th data is too old to appear in the report. If you are comfortable using Windows PowerShell then that information can be retrieved by using the Lync Online reporting cmdlets. Alternatively, by periodically copying data to a spreadsheet or database you can make it very easy to look up statistics for any given date.
Having said that, however, if you would like to maintain an archive of your Lync Online activity data you might find it easier to do so using Excel and the OData feature.

Each report also includes a section labeled Group Data that provides a way for you to show or to hide certain types of data in the report. For example, if you look at the Group Data settings for the Audio minutes and video minutes report you’ll see that all three of the available metrics have been selected:

Three metrics selected

Because of that, all three of these metrics – Audio minutes; Video minutes; and Audio/video conference minutes – will be shown in the report:

Three metrics displayed in a report

Now, suppose you deselect both Audio minutes and Video minutes, leaving only Audio/video conference minutes selected:

One metric selected

In that case, Audio/video conference minutes will be the only metric selected. In turn, that becomes the only metric that appears in the report:

One metric displayed in a report

To again display Audio minutes and Video minutes all you have to do is re-select those items. The report will automatically update itself each time you make a change in the Group Data section.

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