Analyze Attachment Volume Across Your Mailboxes

Message attachments demand constant attention from email administrators. They consume significant storage space and create security risks when exchanging files with external contacts. While you cannot generate reports on attachment traffic, you can measure attachment volume by file type and even list individual attachments stored in mailboxes. The Message Attachments report in the Mailbox Content category provides exactly this capability.

Understanding Dynamic Mailbox Scanning

Required Permissions

The Message Attachments report is a "dynamic" report that scans mailbox contents in real-time using Exchange Web Services (EWS) APIs. Running this report requires specific authorizations:

• Exchange on-premises: Grant the Exchange ApplicationImpersonation role to the Promodag account
• Office 365 (certificate authentication): Grant full_access_as_app authorization to the Promodag application published in Microsoft Entra ID

The Promodag Reports help file provides detailed instructions for assigning these permissions.

Performance Considerations

Dynamic reports open each selected mailbox and analyze Outlook items on the fly—without using the database. This approach means slower execution times, so strategic scoping becomes essential.

Optimize Your Attachment Analysis

Target Specific Mailboxes

Focus on "problem" mailboxes rather than scanning your entire organization. Prioritize the largest mailboxes or those suspected of containing excessive attachments. This targeted approach dramatically reduces scan time while delivering the insights you need.

Apply Smart Filters

Use the Filter tab to narrow your search criteria. For example, retrieve only:

• Attachments from messages older than one year
• Specific file extensions (e.g., .pst, .zip, .mp4)
• Files exceeding a certain size threshold

Select Relevant Folders

Choose specific folders to scan rather than analyzing entire mailboxes. Focus on high-volume folders like:

• Inbox
• Sent Items
• Specific project folders

This selective scanning significantly reduces report execution time.

Choose Your Report Format

Summary vs. Detailed List

Determine the level of detail your analysis requires:

• Summary View: Displays attachment totals grouped by file extension. Perfect for understanding which file types consume the most space.
• Detailed List: Shows every attachment matching your defined criteria (mailbox selection, filters, folders). Ideal for identifying specific files to delete or archive.

Export Long Results

When the report returns extensive results, export the data in CSV format for easier analysis, sorting, and sharing with stakeholders.

Comprehensive Mailbox Content Analysis

The Message Attachments report represents just one tool in Promodag Reports' complete Mailbox Content category. Additional reports help you extract:

• Inbox rules configured by users
• Calendar meetings and scheduling patterns
• Mailbox permissions granted to users
• Folder-level permissions across your organization

These insights help you maintain mailbox hygiene, enforce security policies, and optimize storage utilization.

Discover What's Inside Your Mailboxes

Promodag Reports delivers deep visibility into mailbox contents without complex PowerShell scripts or manual investigation. Download Promodag Reports and explore all mailbox content reports free for 45 days.

Need assistance with permissions, report configuration, or have questions about your specific environment? Contact our team for sales inquiries or technical support.

Promodag Reports: Complete visibility into your Exchange environment—from message tracking to mailbox contents.