Filtering a Report

Your Office 365 Reports include a powerful range of filter and search functions to help you get exactly the information you want. This page will explain these different functions and provide some common examples.

The Filters Button

Most of your reports will have a blue Report Filters button on the top right hand side.

Clicking this button expands the Filtering engine which allows you to customise the data returned by the report. Using these filters you can create complex and targeted queries for the data in the report.

To get started, click the Add Filter button. You can add as many filter parameters as you wish.

  • The first box allows you to specify the AND/OR Operator. The first filter will always use AND.
  • The second box choose which Office 365 Attribute to filter on – select the one you want from the list.
  • The third box allows you to specify whether the Office 365 attribute Equals, Does Not Equal, Contains, Does Not Contain, Is Less Than, Is Greater Than, the value that you put into the next box.  If you use the Is Empty or Is Not Empty field the next box is ignored.
  • The fourth box is your search query.

When you put it all together, you can do things like find all Inactive Users from the Sales Department.

 

You can also use the Save Report button to save these filters. Click the Saved Reports section in the Navigation Bar on the left hand side to see your Saved Reports.

Advanced Date Filtering

If you want to show all results with a specific date, you should use the Contains operator and specify the date in the YYYY-MM-DD format.

You can also apply variable date filters to generate reports like "User Accounts Created in the Past 7 Days" by using English time concepts within the filter. You can enter values such as Today, Yesterday and "First Day of Last Month" as well as mathematical operations such as "-7 days".

A common requirement is to schedule rolling monthly reports. This is now relatively easy by combining two date filters which will return results between two variable dates. The example below will return all users who Last Logged On in the previous month.

Searching a table

You can also use the search box at the top of the Data table to return more granular results.

 

Simply type part of a users name or UserPrincipalName or other value from the table into the search box to return only those results.

 
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