License Dashboard’s guide to Office 365 for Business licenses

As a cloud-based solution, Office 365 for Business offers freedom and flexibility to organisations, but with that flexibility comes complications. The Office 365 admin centre is the out-of-the-box solution designed to aid the IT department’s administration in handling tasks like adding users, editing licenses, and setting services. When it comes to larger or more repetitive administrations tasks, IT professionals and power users can automate these would-be time-intensive tasks with Windows PowerShell.

License Dashboard has developed a connector to read your Office 365 consumption data and convert its format to work with License Manager. Your organization’s SAM Manager can then quickly establish where licenses have been assigned, and manage the Office 365 for Business subscription more cost efficiently by reassigning or removing unused licenses.

Buying licenses for your Office 365 for Business subscription

When purchasing an Office 365 for Business subscription, it’s likely that your organization will have bought the correct number of licenses required for your user base, but this number may change. Businesses grow and develop all the time, and with new employees comes new licensing requirements. That is, you need to buy further licenses for your Office 365 for Business subscription.

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to Admin BillingSubscriptions
  • Step Four: Find the subscription you‘re adding license to, click Add/Remove users
  • Step Five: Enter the total number of licenses required in the Total licenses box, click Submit

Note: If your subscription is paid for via credit card, your new licenses are available as soon as you receive an order confirmation. Any other method of payment may require a credit check before the licenses become available

Buying another Office 365 for Business Subscription

If your organization requires another subscription of Office 365 for Business, you’ll need to go through the admin centre so that the new subscription is associated with your original one. This’ll make life easier when managing users and licenses between subscriptions. Find out how to do so here.

Buying or editing an Office 365 for Business add-on

You can purchase add-ons for additional functionality with some of the Office 365 for Business plans such as Customer Lockbox, Delve Analytics and Extra File Storage. Purchasing, updating and removing add-ons is managed in Billing → Subscriptions. For step-by-step instructions, go here.

Assigning or removing licenses for Office 365 for Business

The global or user management admin is able to assign licenses to new users both when creating new accounts, and within existing accounts. If a user leaves your organization, the now-unused license can be assigned to another user. When assigning a license to a user, the following happens automatically:

Assigning Licenses fin office 365 fir Business - Automatic Activity - License Dashboard

Via support.office.com

To view a list of unlicensed users

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to AdminUsersActive users
  • Step Four: Find the Filters list (or the (Select a view list), click Unlicensed users

To view available licenses

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to AdminBilling → Subscriptions
  • Step Four: Under Users you will see Purchased versus Assigned

To add a license for one user

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to AdminUsersActive users
  • Step Four: Click the box by the user you’re assigning a license to, click Edit in the Product licenses row
  • Step Five: In Product licenses toggle the user’s required licenses to On. You can also toggle the individual services available to the user within that license.
  • Step Six: Click AssignClose

To add a license for multiple users

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to AdminUsersActive users
  • Step Four: Click the boxes by the users you’re assigning a license to
  • Step Five: In Bulk actions, click Edit product licenses
  • Step Six: In Assign products, click Add to existing product license assignments → Next
  • Step Seven: Toggle the users’ required licenses to On. You can also toggle the individual services available to each user within that license.
  • Step Eight: Click AddClose

To remove a license for one user

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to AdminUsersActive users
  • Step Four: Click the box by the user you’re assigning a license to, click Edit in the Product licenses row
  • Step Five: In Product licenses toggle the user’s required licenses to Off.
  • Step Six: Click AssignClose

Note: This license can now be assigned to another user.

To remove all licenses for multiple users

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to AdminUsersActive users
  • Step Four: Click the box by the user you’re assigning a license to, click More Edit product licenses
  • Step Five: In Assign products, click Replace existing product license assignmentsNext
  • Step Six: Click Remove all product licenses from the selected users… then click ReplaceClose

Note: Data associated with a user’s removed license is held for 30 days and, unless it is saved on SharePoint Online, then is deleted. Find out how to offboard a user from Office 365.

Removing licenses from your Office 365 for Business subscription

If people leave your organization, and you are not able to reassign their license, it can be removed from your Office 365 for Business subscription. This will ensure you are not paying for licenses you are not using. In order to remove a license from a subscription, it must be un-assigned to a user. In the event of under-licensing, you will receive a license conflict message.

  • Step One: Sign in to your Office 365 account as a global admin
  • Step Two: In the upper left area of the dashboard, click the app launcher icon
  • Step Three: Go to Admin BillingSubscriptions
  • Step Four: Find the subscription you‘re adding license to, click Add/Remove users
  • Step Five: Enter the total number of licenses required in the Total licenses box, click Submit

Controlling licenses from your Office 365 for Business subscription

As Office 365 steadily grows more popular, SAM Managers need to be aware of what is being consumed and where. Users understand that they can have multiple installs of Office across their various devices, but do they know how many installs they are entitled to? Not keeping an eye on how users are utilizing Office 365, will quickly lead to expensive problems.

License Dashboard License Manager helps you understand what data is being consumed and where, if you need to reconcile any licenses or if there are licenses that aren’t being used by an employee – all of which arms you with powerful data to make informed, business decisions and mitigate risk.

 

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Ben Eagling

Ben Eagling

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