Mail Traffic Statistics Report
In Exchange Online environments, it is necessary to monitor the mail traffic at all times and administrators need to analyse the trend in mail traffic, figure out when there was a surge in mail activity and when the mail delivery was sluggish. The Mail Traffic Statistics report offered by eG Enterprise helps administrators determine such patterns and helps administrators in understanding mail delivery failures/slowness and identify pain points using which the efficiency of mail delivery in Exchange Online environments can be improved considerably.
To generate the report, do the following:
- Follow the menu sequence: REPORTS BY FUNCTION -> Domain-specific Reports -> Microsoft Exchange Online -> Mail Traffic Statistics.
Using this report, you can analyze the mail traffic to and from one/more managed components, or those that are part of a zone, service or segment. The options provided by the Analyze By list box are discussed hereunder:
- Component: Select this option to choose the component(s) from across all the managed components in the environment.
- Zone: To generate a report for one/more components that are included in a zone, pick the Zone option. A Zone drop-down list will then appear, from which you would have to select the zone to which the components of interest to you belong. A Sub zone flag also appears. Indicate whether the components present within the sub-zones of the chosen zone are also to be to be considered for report generation, by setting the Sub zone flag to Yes.
- Segment: If you want to generate a report for one/more chosen components that belong to a segment, select the Segment option from Analyze By list box, and then pick the Segment from the drop-down list that appears.
- Service: If you want to generate a report for one/more components involved in the delivery of a service, select the Service option from Analyze By, and then pick the required Service from the drop-down list that appears.
- Choose a Component Type for which the report is to be generated.
- The Components list will now be populated with all the components that are managed in your environment for the chosen component type. If the Components list consists of too many components, then viewing all the components and selecting the ones you need for report generation could require endless scrolling. To avoid this, you can click the button next to the Components list. A Components pop up window will then appear using which you can view almost all the components in a single interface and Select the ones to be included in this report.
Then, specify the Timeline for generating this report. You can either provide a fixed time line such as 1 hour, 2 days, etc., or select the Any option from the list to provide a From and To date/time for report generation.
For every user registered with the eG Enterprise system, the administrator can indicate the maximum timeline for which that user can generate a report. Once the maximum timeline is set for a user, then, whenever that user logs into eG Reporter and attempts to generate a report, the Timeline list box in the report page will display options according to the maximum timeline setting of that user. For instance, if a user can generate a report for a maximum period of 3 days only, then 3 days will be the highest option displayed in the Timeline list - i.e., 3 days will be the last option in the fixed Timeline list. Similarly, if the user chooses the Any option from the Timeline list and proceeds to provide a start date and end date for report generation using the From and To specifications, eG Enterprise will first check if the user's Timeline specification conforms to his/her maximum timeline setting. If not, report generation will fail. For instance, for a user who is allowed to generate reports spanning over a maximum period of 3 days only, the difference between the From and To dates should never be over 3 days. If it is, then, upon clicking the Run Report button a message box will appear, prompting the user to change the From and To specification.
In addition to the settings discussed above, this report comes with a set of default specifications. These settings are hidden by default. If you do not want to disturb these default settings, then you can proceed to generate the report by clicking the Run Report button soon after you pick one/more components for report generation. However, if you want to view and then alter these settings (if required), click on the icon. The default settings will then appear in the MORE OPTIONS drop down window (See Figure 2). The steps below discuss each of these settings and how they can be customized.
If the timeline specified for the report needs to exclude the data collected during the Weekends, then set Exclude weekends to Yes. If not, select No.
By default, the weekend constitutes Saturday and Sunday. To override this default setting, do the following:
- Edit the eg_report.ini file in the <EG_INSTALL_DIR>\manager\config directory.
- In the [EXCLUDE_WEEKEND] section of the file, the Days parameter is set to Saturday,Sunday by default. You can modify this by setting the Days parameter to a comma-separated list of other days of the week - say Friday,Saturday.
- Save the file after making the required changes.
Next, indicate the report Time period.
By default, the Time period is set to 24 hours. Accordingly, the From and To parameters in the [timeframe] section of the eg_report.ini file (in the <eg_install_dir>\manager\config directory) are set to 00:00 and 24:00 respectively. If need be, you can override this default setting by configuring a different timeframe against the From and/or To parameters.
In large environments, reports generated using months of data can take a long time to complete. Administrators now have the option of generating reports on-line or in the background. When a report is scheduled for background generation, administrators can proceed with their other monitoring, diagnosis, and reporting tasks, while the eG manager is processing the report. This saves the administrator valuable time. To schedule background processing of a report, you can either select the Background Save - PDF option from the Report Generation list. To process reports in the foreground, select the Foreground Generation - HTML option from this list.
- The Report Generation list will appear only if the EnableBackgroundReport flag in the [BACKGROUND_PROCESS] section of the eg_report.ini file (in the <EG_INSTALL_DIR>\manager\config directory) is set to Yes.
- The default selection in the Report Generation list will change according to the Timeline specified for the report. If the Timeline set is greater than or equal to the number of days specified against the MinDurationForReport parameter in the [BACKGROUND_PROCESS] section of the eg_report.ini file, then the default selection in the Report Generation list will be Background Save - PDF. On the other hand, if the Timeline set for the report is lesser than the value of the MinDurationForReport parameter, then the default selection in the Report Generation list will be Foreground. This is because, the MinDurationForReport setting governs when reports are to be processed in the background. By default, this parameter is set to 2 weeks - this indicates that by default, reports with a timeline of 2 weeks and above will be processed in the background.
- Click the Done button if any changes were made to the More Options drop down window.
- Finally, click the Run Report button to generate the report.
If the Report type is Foreground Generation - HTML, then Figure 3 will appear as soon as you click the Run Report button.
The generated report (see Figure 3) contains the following sections:
- TheSummary section provides an at-a-glance view of the count of emails sent/received by the users belonging to the same domain (internal emails) and the count of emails sent/received to the users of a different domain (external emails). The total size of internal/external emails sent and received can also by analyzed over a period of time.
- A series of graphs generated in the report (see Figure 3) helps administrators figure out the pattern of mail traffic and which type of mails were dominating the Exchange Online over a period of time.
The Top 10 Internal Emails by Number of Sent Items section (see Figure 4) reveals the top 10 email users who have sent maximum number of emails to the users within the same domain and the size of emails sent over a period of time. n the event of abnormally high internal email traffic on Exchange Online, you can use this section to quickly identify the sender responsible for such traffic.
The Top 10 Internal Emails by Number of Mails Received section (see Figure 5) reveals the top 10 email users who have received maximum number of emails from the users of the same domain and the size of emails received over a period of time. In the event of abnormally high internal email traffic on Exchange Online, you can use this section to quickly identify the receiver responsible for such traffic.
The Top 10 External Emails by Number of Mails Sent section (see Figure 6) reveals the top 10 email users who have sent the maximum number of emails to users of a different domain (external emails) and the size of emails sent over a period of time. In the event of abnormally high external email traffic on Exchange Online, you can use these detailed metrics to quickly identify the sender responsible for such traffic.
The Top 10 External Emails by Number of Mails Received section (see Figure 7) reveals the top 10 email users who have received the maximum number of emails from users of a different domain (external emails) and the size of emails received over a period of time. In the event of abnormally high external email traffic on Exchange Online, you can use these detailed metrics to quickly identify the receiver responsible for such traffic.
The Top 10 Senders by Inbound Items Size section (see Figure 8) reveals the top-10 email recipients, in terms of the total size of emails they received. If the total size of mails appears to be unusually high, administrators can use this section to accurately pinpoint the recipient who has received mails of large sizes over a period of time. The number of mails received and sent by each recipient and the outbound mails size is also displayed as part of this section.
The Top 10 Senders by Outbound Items Size section (see Figure 9) reveals the top-10 email senders, in terms of the total size of emails they sent. If the total size of mails appears to be unusually high, administrators can use this section to accurately pinpoint the sender who has sent mails of large sizes. The number of mails received and sent by each sender and the inbound mails size is also displayed as part of this section.