Usage Reporting and Analytics

Overview

The Copilot dashboard gives you the big picture. Usage reporting and analytics let you go deeper—identifying which users are adopting, which aren’t, which apps drive the most value, and where to focus your training and support efforts.

This video covers how to access and configure the available reporting tools, how to analyze usage data for actionable insights, and how to build reports that satisfy both operational needs and government compliance requirements.

What You’ll Learn

• Available Reports: Admin Center usage reports, Viva Insights, and agent analytics
• Configuration: Accessing reports, setting permissions, and managing privacy thresholds
• Analysis: Metrics that matter, identifying patterns, and turning data into decisions
• Government Considerations: GCC reporting limitations and compliance requirements

Script

Hook: measuring what matters

You can’t manage what you don’t measure. And you can’t justify what you don’t report.

Copilot usage reporting gives you the data to prove value, identify gaps, and guide your rollout strategy. In government environments, this data is especially critical. You’re justifying per-user license costs, demonstrating that AI adoption is happening responsibly, and feeding continuous monitoring requirements.

Let’s set up your reporting.

Available reports: two primary tools

You have two primary reporting tools, each serving different needs.

The Microsoft 365 Admin Center provides three report types. The Microsoft 365 Copilot usage report is your primary adoption tracker. It shows enabled users versus active users, adoption trends over time, and prompts per user. The Copilot Chat usage report separates work interactions from web interactions, showing how users are engaging with Copilot Chat specifically. And the agent usage report, currently in preview and rolling out through early 2026, tracks adoption of custom Copilot agents if your organization has built them.

The Viva Insights Copilot Dashboard provides a second layer. It measures readiness, adoption, impact, and sentiment. Where the admin center tells you who’s using Copilot, Viva Insights helps you understand the productivity impact—assisted hours, organizational adoption patterns, and leader-level insights.

The access threshold for Viva Insights has dropped significantly. Previously, you needed 50 Copilot licenses to access the dashboard. Now it’s available with just one license. This makes it accessible even for small pilots.

Accessing and configuring reports

For Admin Center reports, navigate to Reports, then Usage, then Microsoft 365 Copilot. Configure your date range—7 days, 30 days, 90 days, or 180 days—depending on what you need to see. Export options are available for each report, letting you download data for further analysis.

For Viva Insights, access the dashboard through the Viva Insights web app or the Teams app. Admin configuration is available in the Viva Insights admin settings.

Key configuration decisions to make upfront. Who gets access to usage data? Assign the Reports Reader role to people who need to monitor adoption without full admin access. Global admins and Copilot admins can access everything, but least-privilege is the right approach.

Privacy thresholds and anonymization. Usage reports can show individual user data or aggregated data depending on your configuration. In government environments, decide whether individual-level reporting is appropriate or whether you should aggregate to group-level. Configure anonymization settings to align with your privacy policies.

Export frequency. Decide how often you’ll export data for leadership reporting. Monthly exports are typical. Set a calendar reminder so reporting becomes a habit, not an afterthought.

Analyzing usage data for insights

Here are the metrics that matter and what they tell you.

Enabled users versus active users—this is your adoption gap. If you’ve licensed 200 users and 80 are active in the past 30 days, you have a 40 percent adoption rate. That gap represents users who have Copilot but aren’t using it. Understanding why is the next step.

Feature usage by application shows where Copilot is getting traction. If 70 percent of active users are using Copilot in Teams but only 20 percent in Word, that tells you something about your users’ work patterns and your training focus. Maybe they need examples of how Copilot helps with document drafting.

Time-to-value and engagement trends show whether users are developing Copilot habits. Look at whether prompts per user are increasing over time. If a user starts with 5 prompts in week one and is at 30 prompts by week four, they’re finding value. If usage flatlines after the first week, they tried it and didn’t see enough benefit to continue.

Actionable insights from this data include identifying power users who can serve as champions and peer trainers, spotting low-adoption groups that need targeted training or use case guidance, and correlating usage patterns with specific roles or departments to understand where Copilot delivers the most value.

For custom reporting, export raw data from the admin center and bring it into Power BI or Excel for deeper analysis. Combine Copilot usage data with other organizational data sources—department mapping, role information, training completion—to build a comprehensive adoption picture.

Government-specific considerations

Government cloud environments have reporting limitations you need to know about.

In GCC, some reporting features available in commercial may be limited or absent. Specific gaps may include team-level views, sentiment data, or detailed prompt-level reporting in certain applications. These limitations change as Microsoft adds capabilities, so check current documentation for your environment.

In GCC High and DoD, reporting availability is more restricted. The Admin Center usage reports are generally available, but Viva Insights features may be limited or unavailable. Plan your monitoring strategy around the tools you actually have access to.

Compliance and privacy assurances apply to reporting data. All usage reporting data stays within your tenant boundary. It meets the same government privacy commitments as other Microsoft 365 data. Data is not shared with commercial environments.

For ATO documentation, document your reporting controls. Record what reporting tools you use, who has access, what privacy settings are configured, and how you use the data. This supports your continuous monitoring program and demonstrates that you’re actively governing AI adoption.

Close: establish a reporting cadence

Here’s your reporting setup checklist.

Enable admin reports and grant appropriate access using the Reports Reader role. Configure privacy and anonymization settings. Establish a weekly review cadence during the pilot and a monthly cadence during broad deployment.

Track the leading indicators: adoption rate, active usage, prompts per user. These are the early signals that tell you whether your deployment is succeeding.

Share insights with leadership and with your champions program. Leadership needs the ROI story. Champions need to know where adoption is strong and where they should focus peer support.

Adjust your rollout strategy based on data. If a department isn’t adopting, investigate and intervene. If an app isn’t getting traction, provide targeted training. If usage is strong, accelerate expansion.

Data turns your Copilot deployment from a hope into a managed capability.

Sources & References

• Microsoft 365 Copilot usage report — Primary usage report for adoption and engagement
• Copilot reports for admins — Overview of all admin reporting options
• Viva Insights Copilot Dashboard — Organizational readiness, adoption, and impact
• Viva Insights admin settings — Dashboard configuration options
• Agent usage report — Custom agent adoption tracking