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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:

Executive Summary

Recipient Traffic Usage

Financials (Department Chargeback parts)


Departmental Reporting - Mailbox Activity


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:

Mail Contacts

(all reports)

Distribution Groups

(all reports)


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.

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.

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:

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:

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:

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:

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.

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.

In the MessageStats console, expand the Exchange Organizations node in the treeview and select an Exchange organization.
Select the SMTP namespaces tab.
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