M365Clarity Blog · 9 July 2026 · Workload Adoption Licence Management Microsoft 365

Microsoft 365 Per-User Activity Detail: Who Isn't Using What

Knowing that 30% of your Microsoft 365 users are inactive in Teams is useful. Knowing which 30 users, when they last signed in, and which products they've never touched at all is actionable. There's a meaningful difference between a metric and a list you can do something with.

M365Clarity's per-user activity detail panel surfaces exactly that — pulling from eight Microsoft Graph usage report endpoints during every scan and presenting the results as named user lists, sorted by the most problematic first.

What the panel shows

The Workload Adoption tab includes an expandable detail panel covering six categories of user-level activity. All data is sourced directly from Microsoft Graph reporting APIs and reflects the last 30 days of activity unless otherwise stated.

💬 Teams — inactive users
Users who have not sent a message, attended a meeting, or made a call in Teams in the last 30 days. Sorted by last activity date, with users who have never been active in Teams shown first. A common pattern in organisations that have deployed Teams licences but not driven adoption.
📧 Email — inactive users
Users who have sent or received no email via Exchange Online in the last 30 days. Useful for identifying shared mailboxes or licenced accounts that are effectively dormant. Never-active users shown first.
📁 OneDrive — inactive users
Users with no OneDrive file activity in the last 30 days. In organisations migrating from file shares or network drives, this often highlights users still working locally rather than in the cloud. Never-active users shown first.
👥 M365 Groups — inactive groups
Microsoft 365 Groups with no activity in the last 30 days, sorted by member count descending. A large group with many members but no activity is a higher governance risk than a small one — it may represent a project that has concluded but whose resources and access haven't been reviewed.
📬 Mailboxes above 80% quota
Exchange Online mailboxes approaching their storage limit, sorted by percentage used. Users at or near quota start experiencing delivery failures silently — emails bounce without the sender always receiving a clear notification. This list lets admins take action before it becomes a support ticket.
📦 Never activated Office apps
Users who have been assigned a Microsoft 365 licence that includes Office desktop apps but have never activated them. Grouped by product type (Microsoft 365 Apps, Project, Visio) then alphabetically. A reliable indicator of licence waste — particularly relevant for Business Premium and E3/E5 tenants where desktop Office is a significant cost component.
🔐 Stale sign-ins
Users with no Microsoft 365 sign-in activity in the last 90 days. Users who have never signed in at all are shown first. Stale accounts that remain active and licenced represent both a security risk and unnecessary spend — they retain access to data and systems without any active oversight.

Why sorting matters

Each section sorts by the highest-risk entry first. Teams, Email, and OneDrive inactive lists lead with users who have never been active at all, followed by those with the oldest last activity date. M365 Groups leads with the largest groups by member count. Stale sign-ins leads with accounts that have never signed in.

This means an administrator opening the panel for the first time immediately sees the users and groups that most need attention, rather than having to scroll through an alphabetical list to find the outliers.

Note on data availability

Usage report data is only available for Pro and MSP plan users. Microsoft's Graph reporting APIs require the Reports Reader or Global Administrator role on the connected account. If your connected account lacks this role, these sections will not populate.

How it's fetched

During every M365Clarity scan, eight Microsoft Graph v1.0 usage report endpoints are called in parallel and the results are stored in the scan cache. This means the per-user detail panel loads instantly after a scan — there are no additional API calls when you expand it. The endpoints cover Teams user activity, Email activity, OneDrive usage, M365 Groups activity, mailbox usage, Office activations, and sign-in activity.

What to do with the data

The per-user detail panel is a starting point, not an action log. For inactive Teams or Email users, the next step is typically a conversation with the user's manager — inactivity sometimes reflects a legitimate working pattern (field workers, part-time staff) rather than a deployment problem. For never-activated Office licences, it's worth confirming whether the user genuinely needs desktop Office or whether a lighter licence would cover their needs. For stale sign-in accounts, a formal review and potential deprovisioning is the appropriate response.

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