How to Export Microsoft 365 Copilot Usage Reports

You need to export Copilot usage reports to understand how your organization adopts the tool. The Microsoft 365 admin center provides built-in reports that show active users, session counts, and feature engagement. These reports help you measure return on investment and identify training gaps. This article explains how to access, filter, and export Copilot usage data from the admin center and Power BI.

Understanding Copilot Usage Reports

Copilot usage reports are part of the Microsoft 365 admin center Usage section. These reports show how many unique users activated Copilot, how many sessions they ran, and which Microsoft 365 apps they used Copilot in. The data refreshes every 24 to 48 hours. You must have the Global Administrator, Reports Reader, or Usage Summary Reports Reader role to access these reports. The reports do not include individual user conversation content. They only show aggregate and per-user engagement metrics. You can export the raw data as a CSV file for further analysis in Excel, Power BI, or other tools.

Exporting Reports from the Microsoft 365 Admin Center

The admin center provides two export methods: a one-click CSV download from the Copilot report page and a scheduled export through the Reports API. The steps below cover the manual CSV export, which is the quickest way to get data for a specific time period.

1. Open the Microsoft 365 admin center
   Go to https://admin.microsoft.com and sign in with an account that has the Global Administrator or Reports Reader role.
2. Navigate to Reports > Usage
   In the left navigation menu, select Reports, then select Usage. A list of available product usage reports appears.
3. Select the Copilot report
   Find Copilot in the list and click it. The Copilot usage overview page loads, showing a graph of active users and sessions over the default 7-day period.
4. Choose a date range
   Above the graph, click the date range selector. Choose 7 days, 30 days, or 90 days. You cannot select a custom date range from the dropdown. For a custom range, use the API or export the CSV and filter afterward.
5. Click Export
   On the toolbar above the graph, click Export. A CSV file downloads to your browser. The file contains columns for User Principal Name, Last Activity Date, and number of sessions.
6. Open and filter the CSV
   Open the CSV in Excel. Use the filter dropdown on the Last Activity Date column to narrow rows to your desired custom date range. Save the file as a filtered copy.

Using Power BI for Deeper Copilot Analytics

The Microsoft 365 admin center report provides high-level data. For user-level activity, feature breakdown, and trend analysis, use the Copilot Usage Analytics template app in Power BI. This app requires a Power BI Pro license for the user who installs it. The app pulls data from the Microsoft 365 Usage Reports API and refreshes daily.

1. Install the Copilot Usage Analytics template app
   Go to Microsoft AppSource. Search for Copilot Usage Analytics and select Get it now. Sign in with your Power BI Pro account.
2. Connect to your tenant data
   After installation, open the app in Power BI. When prompted, enter your Microsoft 365 tenant ID. Power BI connects to the Usage Reports API and loads the last 30 days of data.
3. Review the dashboard
   The app includes three pages: Overview, User Activity, and App Breakdown. The Overview page shows total active users, total sessions, and a trend line. The User Activity page lists each user with their session count and last activity date. The App Breakdown page shows which Microsoft 365 apps had the most Copilot usage.
4. Export data from Power BI
   On any visual, click the three dots in the upper-right corner and select Export data. Choose .csv or .xlsx format. This exports the underlying data for that visual.
5. Schedule a daily data refresh
   In Power BI, select your dataset, then select Settings. Under Scheduled refresh, toggle the refresh on and set a frequency. The minimum interval is once per day.

Common Export Issues and Data Gaps

Export button is grayed out

You do not have the required role. Ask your Global Administrator to assign you the Reports Reader or Usage Summary Reports Reader role. After the role is assigned, sign out of the admin center and sign back in. The Export button becomes active.

CSV file shows zero users despite known Copilot activity

The report data refreshes every 24 to 48 hours. If users activated Copilot in the last few hours, their activity may not appear until the next refresh cycle. Wait 24 hours and export again. Also verify that users are licensed for Copilot for Microsoft 365. Unlicensed users do not appear in the report.

Power BI app shows no data

The Copilot Usage Analytics template app requires at least one user with a Copilot for Microsoft 365 license who has performed a Copilot action within the last 30 days. If no data appears, confirm that at least one user has used Copilot in Word, Excel, PowerPoint, Outlook, or Teams. Also verify that the tenant ID entered during setup is correct. The tenant ID is listed in the Microsoft 365 admin center under Settings > Organization settings > Organization profile.

Cannot export data older than 90 days

The admin center and Power BI app only retain 90 days of Copilot usage data. To keep historical records, export a CSV at the end of each month and store it in a SharePoint document library or Azure Blob Storage. You can automate this using the Microsoft Graph API with a scheduled PowerShell script.

Item	Admin Center CSV Export	Power BI Template App
Data retention	Up to 90 days	Up to 90 days
User-level detail	Yes, includes UPN and session count	Yes, includes UPN, session count, and app breakdown
Custom date range	Only preset 7, 30, or 90 days	Only last 30 days by default
Automated refresh	Manual download each time	Scheduled daily refresh possible
Required license	Global Admin or Reports Reader role	Power BI Pro license

You can now export Copilot usage reports from the Microsoft 365 admin center and from Power BI. Start with the admin center CSV export for a quick snapshot of active users and sessions. For deeper analysis, install the Copilot Usage Analytics template app in Power BI. To preserve data beyond 90 days, set up a monthly export schedule using the Microsoft Graph API.