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MessageStats 7.8.1 - Reports User Guide

Upgrading MessageStats Overview Typical MessageStats Upgrade Scenarios Moving the MessageStats Database Moving and Upgrading MessageStats Moving Custom Reports and Report Subscriptions Viewing, Creating, and Editing MessageStats Reports My Reports and Corporate Reports Exchange Executive Summaries Reports Exchange Organizations Reports Exchange Server Reports Exchange Content Analysis Reports Exchange Mailboxes Reports Exchange Mail Contacts Reports Exchange Distribution Groups Reports Exchange Public Folders Reports Exchange Storage Reports Exchange Internet Reports Exchange Inventory Reports Migration Reports MessageStats Gathering Reports Appendix A: How to Read the Reports Report Filter Definitions

Reports that Show Logical Message Counts

Here are the standard reports (using the tree node names) that show logical message counts:

 
Table 2. Reports that show logical message counts.
Report Folder
Report Name/Part

Executive Summary

Recipient Traffic Usage

Financials (Department Chargeback parts)

Organizations

Departmental Reporting - Mailbox Activity

Mailboxes

Top Senders and Receivers (both reports)

Top Internet Senders and Receivers (both reports)

Mailbox Activity Internal vs. External (physical counts are available as insertable fields)

Mailbox Profile - Mailbox Profile - For the following parts:

•
Top Distribution Groups
•
Mailbox Activity Trend
•
Top Recipients and Originators

Mail Contacts

(all reports)

Distribution Groups

(all reports)

Internet

Top Internet Domains (both reports)

Internet Domain Auditing (both reports)

Top Internet Domain Users (both reports)

Storage reports do not currently reflect the impact of Single Instance Storage (SIS). Therefore, all storage counts for a mailbox are logical counts in the purest sense.

How can I report the Total Physical/ Logical/ Volume of messages (in KB) sent by a department?

If you want to show a summary of physical message counts by department, you would use a Mailbox Activity report (either the standard report or using the Mailbox Activity data source in a custom report) and group the report by the Department field. For the standard report, insert the Department field.

The data contains all the physical messages sent, not just the internal messages. MessageStats does not categorize a physical message at the mailbox level as internal or external since a message can include both internal and external recipients.

The submitted message (which is how physical messages are counted) would be routed accordingly and part of the message might go to internal recipients and part of it might go to external recipients.

How can I see both logical and physical messages in the Mailbox Activity | Summary report?

By default, the Mailbox Activity | Summary report provides physical message counts. To display the total logical messages in the report you can right-click a column heading and select Insert Field. From the Insert Field dialog box, select Messages Sent or Messages Received. These columns count the logical messages rather than physical messages.

How Does MessageStats Determine Internal and External Messages?

In some MessageStats reports, there are fields that are labeled Internal and External. These identifiers are relative, depending on whether the data is viewed from the server perspective or from the mailbox perspective. Messages that are identified as internal or external are logical messages.

For a definition of a logical message, see What is the Definition of Physical and Logical Messages? .

Viewed from a Server Perspective

The server perspective is shown in the Server Activity reports. Server reports provide message counts and volumes for messages that flow into and out of a specific Exchange server. Each report focuses on the server activity with respect to messages, and not on the specific message destination or origination.

From a server perspective, the internal and external values are based on the servers that send messages to, or receive messages from, a specific Exchange server:

•
If the message is sent to (or received from) another Exchange server in the same Exchange organization, the message is categorized as internal.
If a message was submitted from an IP address that has been manually identified as an internal IP address using the Organization property page called Internal Subnets, it is also categorized as internal.
•
If the message is sent to (or received from) another Exchange server that is not in the same Exchange organization, the message is categorized as external.
Viewed in the Delivery Process

A single message flowing through an Exchange organization can be categorized differently for each server, depending on where it is in the delivery process. The following example shows how a message might be counted during this process:

1
A message from an Internet originator is sent to a specific organization. When the message arrives at the main Internet mail server for the organization, MessageStats counts the received message as an external message.
2
Once the server locates the recipient mailbox, it sends the message to that Exchange server. MessageStats counts the sent message as an internal message.
3
On the Exchange server that contains the mailbox, MessageStats counts the received message as an internal message, since the server has received the message from another Exchange server in the same organization.

Viewed from a Mailbox Perspective

The mailbox perspective is captured in Mailbox Activity reports that provide the message counts and volumes of messages that flow into and out of a specific mailbox. Since a mailbox can send a message to multiple recipients (who can be spread across an organization and outside of the organization), MessageStats must use a unit smaller than the message when providing counts of internal and external messages.

For a message, MessageStats treats each recipient as a separate entity for the purpose of counting. Taking the originator/recipient pair as the base information for determining internal and external counts, the message direction determines how MessageStats views an address.

For sent messages, MessageStats looks at the recipient. For received messages, MessageStats looks at the originator. The determination of whether an address is internal or external is based on two factors:

•
If an address in the Exchange tracking log is in the form of a legacy distinguished name, the address is considered internal.
•
If an address is in the form of an SMTP address, then an additional check is required. The check retrieves the domain name from the address and looks up the domain in the MessageStats Internal SMTP Namespace list.
About the Internal SMTP Namespace list

The MessageStats Internal SMTP Namespace list is an internal database list of namespaces that is used to determine internal and external messages from the mailbox perspective. The list is maintained automatically through two MessageStats gathering tasks and manually using a property page:

•
The Internal Namespace gathering (run at the Exchange organization level) reviews the SMTP Recipient Policies, extracts the domain and adds it to the list. It is assumed that if there is a policy for an SMTP domain, the domain is an internal address.
•
The Exchange Mailbox gathering reviews the main SMTP address for a mailbox as well as the additional SMTP address. It takes these domains and adds them to the list. It is assumed that if there is a SMTP address for a mailbox, it is internal.
•
You can also manually identify internal SMTP namespaces using the Organization property page titled SMTP Namespaces. In this property page, you add the namespaces that you want to categorize as internal. For details see To identify additional internal namespaces .

Using the Internal SMTP Namespace list, MessageStats checks a domain address to see if the domain is in the list. If it is, the address is considered internal. If is not in the list, the address is considered external.

For example, suppose a mailbox sends a message that has four recipients. Three of the recipients are other mailboxes in the company and the fourth recipient is the SMTP address for a family member. Assuming that the SMTP address of the family member is not in the Internal Namespace list, MessageStats would count three internal messages and one external message.

Removing SMTP Namespaces from the Internal List

In some cases, domains may be added to the internal SMTP namespace list that actually should be counted as external domains. You can use the SMTP Namespaces property page to remove a domain from the list.

To clear SMTP namespaces from the list
1
In the MessageStats console, expand the Exchange Organizations node in the treeview and select an Exchange organization.
2
Right-click and select Properties.
3
Select the SMTP namespaces tab.
4
Click the column heading to sort the list:
•
in alphabetic order
•
ordered with unchecked namespaces first
•
in reverse alphabetic order
•
ordered with checked namespaces first
5
Select the SMTP namespace and click to clear the check box.
6
Click OK.
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