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How to Check Office 365 License Usage & History

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The Get-MsolUser PowerShell cmdlet plays an important role when managing Office 365 Windows Azure Active Directory. Get-MsolUser can be very handy in daily operational tasks related to Office 365 WAAD.

This information helps organizations plan for IT budgets, save money by removing licenses from users that no longer use Office 365, and control the assignment of Office 365 licenses and services.

This article highlights some valuable Office 365 PowerShell commands and scripts that can help you easily obtain the license information for all Office 365 users and view those reports in either the PowerShell window or a .CSV file.

If you have installed Microsoft Online Sign-In Assistant for IT Professional and Windows Azure Active Directory Module for Windows, you can execute the PowerShell commands/scripts explained in this article.

Getting Licensed Office 365 Users

A user must be assigned an Office 365 license before he or she can use Office 365 services. The license can be assigned during the user creation process or at a later point of time.

To get the list of users that are assigned an Office 365 license and store the output in a .CSV file, you can run this command:

Get-MSOluser -ALL | Select-Object UserPrincipalName, DisplayName, IsLicensed | Export-CSV AllLicensedUsers.CSV -NoTypeInformation

Get-MSOlUser identifies the “IsLicensed” attribute for every user that is set to “True,” which indicates that an Office 365 user is assigned an Office 365 license. The command retrieves the User Principal Name, Display Name and value assigned to the “IsLicensed” property for each user.

In cases where you need to view the list of Office licenses and services assigned to a particular user, you can use this PowerShell cmdlet:

$GetUserLicenses = Get-MsolUser -UserPrincipalName "[email protected]" | Select-Object userPrincipalName - ExpandProperty Licenses $GetUserLicenses .ServiceStatus

And if you wish to retrieve the licensing information for all Office 365 users, replace the “-UserPrincipalName” parameter with the “-ALL” parameter as shown in this command:

$GetUserLicenses = Get-MsolUser -All "[email protected]" | Select-Object userPrincipalName - ExpandProperty Licenses $GetUserLicenses .ServiceStatus

These commands display the output in the PowerShell window, but this output might not be as useful as you need.

Instead, you can create a script to store the information in a .CSV file and then run the script daily to ensure you have an up-to-date account of the Office 365 licenses assigned to users. You can then use the report to remove licenses as needed.

Getting Licenses Count for All Users

First use a command to get a list of users in Office 365 Tenant, a count of Office 365 Plans that you have bought, the total Office 365 licenses available, and the count of licenses assigned to Office 365 users. Use this PowerShell script to get that information in a .CSV file:

$LicenseReport = " C:TempLicenseReport.CSV " IF ( test-Path $LicenseReport ) { Remove-item $LicenseReport } $AllUsers = ( Get-MSOluser -ALL ).Count $TotalLicenseUsers = ( Get-msoluser -ALL | Select-Object UserPrincipalName -ExpandProperty licenses).Count $PlanCount = ( Get-MsolAccountSku ).Count $TotalLicenses = Get-MsolAccountSku | Measure-Object ActiveUnits -Sum $STR = " Total Users: " + $AllUsers Add-Content $LicenseReport $STR $STR = " Total Office 365 Plans: " + $PlanCount Add-Content $LicenseReport $STR $STR = " Total Office 365 Licenses in Plan: " + $TotalLicenses .Sum Add-Content $LicenseReport $STR $STR = " Total Licenses Assigned: " + $TotalLicenseUsers Add-Content $LicenseReport $STR

That PowerShell script generates a report named LicenseReport.CSV in the C:Temp folder. The script removes the previous report file and generates a new one every time you run it.

A report generated by using that script looks like this:

Getting Licenses Assigned to each Office 365 User

Perhaps you need more specific information than a total count of licenses for all Office 365 Users. Instead, you might need a report that contains the Office 365 user name and Office 365 Plan, licenses, and services assigned to each user. You can use this PowerShell script to pull that report:

$UserLicFile = " C:TempUserLicensesPerUser.CSV " IF ( test-Path $UserLicFile ) { Remove-Item $UserLicFile } $STR = " User Principal Name, Office 365 Plan, Office 365 Service,Service Status " Add-Content $UserLicFile $STR $GetAllUsers = Get-MsolUser -All | Select-Object UserPrincipalName -ExpandProperty Licenses ForEach ( $AllU in $GetAllUsers ) { $SelUserUPN = $AllU .UserPrincipalName $T = $AllU $i = 0 ForEach ( $AllITems in $T ) { $T .Count $T [ $i ].AccountSkuId $Account = $T [ $i ].AccountSkuId $TTT = $T [ $i ].ServiceStatus ForEach ( $AllR in $TTT ) { $GR = $AllR .ServicePlan.ServiceType $GZ = $AllR .ProvisioningStatus $STRNow = $SelUserUPN + "," + $Account + "," + $GR + "," + $GZ Add-Content $UserLicFile $STRNow } $i = $i + 1 } }

That PowerShell script generates a report file in .CSV format that contains the license information for all of your Office 365 users.

Below is a sample report generated by this PowerShell script. It displays the Office 365 user principal name to which the office 365 license is assigned, the Office 365 plan from which the license is assigned, Office 365 Services that are assigned, and the status of individual services.

To help you get a clear picture of the Office 365 licenses in use in your organization, you will want to run both of the scripts provided in this article.

Nirmal Sharma is a MCSEx3, MCITP and Microsoft MVP in Directory Services. He specializes in directory services, Microsoft Azure, Failover clusters, Hyper-V, System Center and Exchange Servers, and has been involved with Microsoft technologies since 1994. In his spare time, he likes to help others and share some of his knowledge by writing tips and articles on various sites and contributing to Health Packs for ADHealthProf.ITDynamicPacks.Net solutions. Nirmal can be reached at [email protected] .

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Get Office 365 License Usage Report in a Few Clicks

Microsoft software usage reports provide businesses with important activity information. Leveraging these features lets you easily track user activity across all your Microsoft 365 applications and services, including:

• Number of daily active users per service;
• Number of daily activities per service;
• Number of active/inactive users per service in the past 7, 30, 90, or 180 days;
• Last activity date for each active user per service;
• Microsoft 365 usage analytics (must first be enabled in your dashboard);
• and much more

In this article, we walk you through the simple process of accessing and exporting your usage reports.

Understanding Assigned Licenses

When you purchase a Microsoft 365 subscription, the number of licenses should reflect the number of employees who intend to use the apps and services. A user account will then be generated and assigned to each individual comprising the license total.

It’s important to keep track of your Office 365 licenses. In the event of an audit, you can be fined for using 5% more than your Microsoft license rights . You’ll also be charged for over-usage as well as the audit itself.

Luckily, the number of assigned licenses can easily be increased or decreased, and even reassigned, as your operational needs change. Regular reporting helps you decide which accounts should be deprovisioned, as well as which should be upgraded.

NOTE: Upon closing a user account, Microsoft will delete their usage data within 30 days.

Who Has Access to the Usage Report Page?

Not just anyone can view your organization’s Microsoft 365 licensing usage. The permissions are restricted to a handful of administrative roles, including:

• Global admins
• Exchange admins
• SharePoint admins
• Skype for Business admins
• Global reader
• Reports reader
• Teams service admin
• Teams communications admin
• And other admins

Learn more about our services here:

• Device Acquisition
• Microsoft License Management
• Remote Employee Device Deployment

How to View and Export Microsoft 365 License Usage Reports in 5 Easy Steps

• Sign in to your Microsoft 365 admin homepage . Once your dashboard appears, scroll through the options in the left-hand pane. 

Click on the Reports tab; if you don’t see the Reports tab, click Show All .

From the Reports sub-menu, select Usage .

NOTE: If you’ve never used this feature before, you’ll be prompted to enable it. The data migration process takes approximately 24 hours to complete. 

• Scroll down to Active users - Microsoft 365 Services . Click View more . When the page loads, you’ll notice the date range in the right-hand corner is automatically set to Past 30 days . You can change it to 7 , 90 , or 180 days .

NOTE: Data won’t immediately exist for all reporting periods. The reports become available within 48 hours.

• Beneath the Export heading, you’ll see the list of active users arranged in a standard relational table. The first column displays the ID for all Office 365 users. 

The subsequent columns are titled Last activity date for X , where X represents each individual Microsoft service or application. 

If a user has accessed any of these services within the specified timeframe, a date stamp will appear in the corresponding row showing the most recent activity.

• To change the contents of the table, scroll horizontally to the last field and select the Choose columns tab. 

You can now use the checkboxes to indicate which fields you want to include, such as:

• Product assigned
• Deleted date
• License assigned date for Microsoft Teams
• License assigned date for Yammer
• License assigned date for SharePoint
• License assigned date for Skype for Business
• License assigned date for OneDrive

Click Save .

• To export the data, simply click Export in the top left-hand corner of the table. The report will be downloaded to your local drive as an Excel-compatible .csv file.

Why Are Usage Reports So Important for Microsoft License Optimization?

Staying on top of your Microsoft licensing isn’t complicated, but it is time-consuming. Nevertheless, the continual monitoring of your Microsoft 365 activity is key to improving operational decision-making, increasing ROI, and reducing costs. 

A software license manager can seamlessly take care of this process from start to finish, providing you with license reports on all Office 365 users and Office 365 services. At Quadbridge, we offer businesses like yours sophisticated tools to automate license audits and reporting.

QBx Portal - Your Trusted Office 365 License Reporting and Management Tool

For all your Office 365 reporting, trust QBx Portal . QBx Portal is an effective Microsoft software asset management tool. It will help you to:

• Stay on top of your Office 365 license assignment history
• Manage user accounts
• Produce and export custom reports
• Maintain regulatory compliance

Contact us today to take control of your Microsoft 365 software licensing.

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Microsoft 365 / Microsoft Entra ID / PowerShell

Including costs in a microsoft 365 licensing report.

Table of Contents

Know How Much User License Costs Are and How Much Unassigned Licenses Absorb

The articles I’ve written about using the Microsoft Graph PowerShell SDK to create a tenant licensing report are very popular. The October 2021 article laid the foundation and explains the basics of extracting licensing information for Entra ID user accounts. Two years later, the follow-up article describes how to add support for group-based license assignments. I now want to address a common request and add support for cost reporting for both individual users and the tenant.

Few like to rewrite code. I am no different. With that in mind, I decided to make as few changes as possible when incorporating the new code to report license costs. Apart from anything else, this means that people who used the previous versions of the script to create their own licensing report should find it easier to update their version. At least, that’s the plan.

Licenses and Subscriptions

As a refresher, let’s cover the basics of Microsoft 365 licensing. Tenants pay for licenses through subscriptions. A subscription is for a product like Microsoft 365 E3. Some subscriptions are free, either unlimited or for a trial period. Subscriptions have unique SKU identifiers. The Get-MgSubscribedSku cmdlet returns the details of current subscriptions for a tenant.

Paid subscriptions have an associated monthly cost that differs from country to country in accordance with local taxation and other factors. For instance, the monthly cost for Office 365 E3 is $23 in the U.S. and EUR23.10 ( without Teams ) in Ireland. Because of its complexity, I don’t attempt to handle multi-country pricing here. The script assigns the same price to all licenses for an SKU.

Including Costs with License Subscription Data

Get-MgSubscribedSku tells us what subscriptions exist in a tenant. It doesn’t tell us anything about the price. I use a script ( downloadable from GitHub ) to take the CSV file published by Microsoft on the licensing and service plan reference page and use it to build CSV files containing subscription and service plan information. The data includes ‘friendly names’ for subscriptions and service plans to allow the script to report those names instead of GUIDs. By loading the data into hash tables, the script can quickly translate a GUID (like 06ebc4ee-1bb5-47dd-8120-11324bc54e06) to a product or service plan name (in this case, Microsoft 365 E5).

To add costs to the equation, I edit the CSV file holding SKU information so that the line for each product includes a price column. I then insert the price that I pay for each license into that column. Companies are free to negotiate prices with Microsoft and the cost paid for a subscription depends on how successful that negotiation is.

I also inserted a currency column, but only populate this column for the first product (because the script uses the same currency everywhere). Figure 1 shows what the SKU information CSV file looks like for my tenant.

To make the pricing information quick to access, the script reads the CSV file and creates a hash table comprising key-value pairs of the SKU identifier (key) and the monthly price (value).

Calculating License Costs

Previous versions of the script create an array of licenses (direct and group-based) assigned to user accounts. Calculating the cost of the licenses assigned to individual user accounts is a matter of:

• Computing the annual cost for a license (monthly cost * 12).
• Adding the annual cost for each license to compute the total cost.

The script does this in a simple PowerShell function. You can see that all prices are reckoned in cents to accommodate prices like $17.70 or EUR16.40.

Reporting License Costs

Before the script processes any user account, it checks if pricing information is available. It does this by checking the Price column for the first product in the SKU list. The script also fetches the currency (string prefix) from the currency column. If this data is available, the $PricingInfoAvailable variable is set to true to control whether the script computes cost information for assigned licenses and includes this in the output report. If the variable is false, no pricing information is included.

Figure 2 shows an example of the licensing report with cost information. The costs of all licenses assigned to a user appears under “Annual License Costs.”

After reporting data for all users, the report includes some summary information (Figure 3) including the total cost for each subscription (annual cost multiplied by number of licenses). You could cut and dice this information multiple ways. For instance, you could compute an annual cost for users in each country, each office, or each department.

I do like being able to compute an overall percentage of used license costs. Right now, my tenant spends $13,212. However, the cost of assigned licenses is $12,024, so my license assignment effectiveness is only 91.01% and Microsoft receives $1,188 annually for unused licenses.

Of course, this is test data, and I certainly do not leave that amount on the table for Microsoft to add to the $134.8 billion annual run rate for the Microsoft Cloud announced in Microsoft’s FY24 Q2 results.

Update: V1.6 of the script includes cost analyses by country and department. This article explains the code changes necessary to implement these features.

Not a License Cost Management Solution

It’s important to say that the script (which you can download from GitHub ) is not a full-fledged license cost management solution. Instead, it’s a demonstration of how to access and use the license information available to tenants. Because the code is PowerShell, it’s easy to amend to suit specific requirements. If anyone finds an issue, please log it in GitHub. Better again, fix the problem and create a pull request so that everyone benefits from your contribution.

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About the Author

Tony Redmond

Hi! This script is great!!! Just having an issue with anything to do with the cost :), as I’m getting US $ 0.00 everywhere :/. Any ideas?

Have you included any currency information in the SKU CSV file?

Hi Tony, Very helpful script. How can I get Microsoft365LicensesReport.html as excel? Also like to know if I can get Microsoft365LicensesReport.html with filtering option.

The script generates a CSV file that can be loaded into Excel. If you want to generate a workbook, update the script to use the ImportExcel module. https://office365itpros.com/2022/05/10/importexcel-powershell/

The PSWriteHTML module is a good way of generating a HTML file with filtering options. See this article for an example: https://office365itpros.com/2022/07/20/sharepoint-external-users-report/

Hi Tony, I Love the update. Is there a way to break the costs down even further for departments as well? We have multiple departments in our tenant and would like to look at costs for each department as well. Any thoughts or ideas would be appreciated. My basic thought is…. Department name | Total licensed Users | Total Department Cost … All of the data is there; I just don’t know how to group and total it and then add it to the output report.

This should be very easy. Give me a couple of days and I will look at updating the script.

I published a new version (1.6) of the script which includes analyses by department and by country. The steps required to generate this data are explained in this article: https://office365itpros.com/2024/02/14/microsoft-365-licensing-report/

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How to Export Microsoft 365 User License Report

Are you concerned about Microsoft 365 license management, especially in the case of former employees who may still have active licenses? This situation can potentially lead to increased Microsoft 365 licensing costs and data security risks. So, take control today! Learn how to export user license report in Microsoft 365 and effectively handle unused licenses.

Native Solution

Microsoft 365 Permission Required

Global Admin or User Admin or License Admin.

Option 1 Using Microsoft 365 Admin Center

• Login to the Microsoft 365 admin center .
• Navigate to Users » Active Users . From the filter icon at the top, select Licensed users .

• You can get a list of all licensed users in Office 365 along with their licenses as shown above.

Option 2 Using Windows PowerShell

• Connect to Microsoft Graph PowerShell using the below cmdlet.

• Run the following cmdlet in PowerShell to get Microsoft 365 licenses assigned to users.

• The above cmdlet displays all licensed users’ display name and licenses assigned to them.

Option 3 Using PowerShell Script

• However, it can be challenging to pinpoint the exact subscription names using the PowerShell cmdlet mentioned above. As a solution, we've developed a PowerShell script that displays the friendly names of Microsoft 365 licenses assigned to users.
• Download and run the following script in the Administrator PowerShell.

AdminDroid Permission Required

Any user with report access delegated by the Super Admin.

Steps Using AdminDroid

• Login to the AdminDroid Office 365 reporter.
• Navigate to the All Licensed Users report under Reports » AzureAD » License Reports .

Get a list of licensed users in Microsoft 365 along with their subscription, services offered, sign-in status, usage location, etc.

• Using the in-built graphical representation, you can get Microsoft 365 users with a specific license type easily with just a few clicks.

Streamline Microsoft 365 user license management!

Don't let unused licenses pile up! Manage Microsoft 365 subscriptions with AdminDroid effectively.

Witness the report in action using the

Important Tips

Audit the unused microsoft 365 subscriptions and then consider purchasing necessary units in the future to reduce licensing costs., remove microsoft 365 licenses from shared mailboxes, as they don't require licensing until they reach 50 gb of storage., track microsoft 365 license assignment events in your organization and ensure users have access to appropriate services for efficient task performance., azure ad find the licensed users to optimize license usage in microsoft 365, why is it important to license users in microsoft 365.

Assigning licenses to users in your Office 365 environment is necessary for the following reasons,

• Access to Office 365 services: Licensing streamlines the process of assigning various Microsoft 365 services to users based on their roles, job titles, and departments, ensuring appropriate access and functionality for each user.
• Audit Microsoft 365 user activity: By assigning licenses, admins can easily track user activities in various Office 365 services.
• Cloud storage and file sharing: Microsoft 365 licenses often come with cloud storage through OneDrive, allowing users to store their files securely in the cloud. Users can access those files from anywhere around the globe with an internet connection.
• Secured email communications: Licensed users benefit from advanced threat protection features, including anti-phishing, anti-malware, and encryption. These tools prevent spam, malicious attachments, and phishing attempts, ensuring secure email communication and maintaining data integrity.
• Enhanced productivity: Since Microsoft 365 licenses include services such as Teams, SharePoint, etc., users can collaborate with others, which escalates productivity.

How to assign a Microsoft 365 license to a user?

To assign a Microsoft 365 license to a user, you need to have global admin or license admin permissions in the Microsoft 365 admin center. You can assign Office 365 licenses to users either from the Active users page or the Licenses page of your admin portal.

Active users page from Microsoft 365 admin center

• Navigate to Users » Active users . Click the desired user.
• Under the Licenses and apps tab, you can see various licenses available in the Licenses section. Select the required license.
• Select the necessary apps according to the user’s requirements from the Apps section and click on Save changes .

Licenses page from Microsoft 365 admin center

• Navigate to Billing » Licenses . Click the desired user under the Subscriptions section.
• Click on the +Assign Licenses option and select the user. Select the products from the "Turn apps and services on or off" drag-down box and click on Assign .

Run the below cmdlet to assign Microsoft 365 licenses to user accounts with PowerShell.

Using AdminDroid, you can instantly audit users' license changes in your Microsoft 365 environment.

• Utilize the in-built alert policy template to create an alert on user license changes happening in your organization.
• Click on “Preview & Deploy” to generate alerts separately for each license change activity.
• Pro Tip: You can make further changes on severity levels, and labels by navigating to the Alerts tab from the AdminDroid portal.

What is group-based licensing in Microsoft Entra ID?

Microsoft 365 license assignment process can be made easier through group-based licensing. With this method, you can assign Office 365 licenses to users who are added to security groups within your organization. This approach is known as inherited license assignment. Follow the steps below to assign Microsoft 365 licenses by group.

• Login to the Microsoft 365 Entra admin center.
• Navigate to the Licenses tab under Billing . Under the Manage section, select All products . Select the license you want to assign and click the +Assign option at the top.
• Click on the +Add users and groups option and add the desired security group. You can enable only the required plans using the "On" and "Off" settings under the Assignment options . Click on Assign .

When you add a user to the designated security group in Microsoft 365, they will automatically be assigned the license associated with that group.

As group-based licensing is a bulk operation, receiving notifications about specific licenses assigned to a group is essential to assess whether your organization can accommodate these additional units.

Using AdminDroid, you can get alerted on a specific Microsoft 365 license assigned to a group in your organization.

• Here, you can get entire details about the license-assigned group name, who assigned the license, and modifications in the plans.

How to manage unused licenses in Microsoft 365?

For effective Microsoft 365 license management, it is important to remove unused licenses. Before managing unused licenses, you must get inactive users with licenses assigned in Microsoft 365. Follow the steps below to get the Microsoft 365 inactive users report.

• Microsoft 365 Admin Center To find inactive users in Microsoft 365 admin center, navigate to Reports » Usage » Microsoft 365 apps . You can track users’ activity from the Active users section.
• Microsoft PowerShell Run the below cmdlet to find a list of inactive users in Microsoft 365 using PowerShell.

To remove unused licenses using the Microsoft 365 admin center, follow the steps below.

• Navigate to Users » Active users and click the desired user.
• Under the Licenses and apps tab, you can see various licenses assigned in the Licenses section.
• Uncheck the licenses that you want to remove for the user. You can also remove the licenses of specific applications under the Apps section.

Run the below cmdlet to remove Microsoft 365 licenses from user accounts with PowerShell.

With AdminDroid, you can easily check the Microsoft 365 inactive users report by their last active time.

• Here, you can get the last active time and the inactive days based on various services like Exchange, OneDrive, SharePoint, Teams, Yammer, etc. Additionally, you can view the common last inactive time, which selects the most recent from all the services.
• Using the Advanced Customization feature, you can see the users with most number of inactive days.
• Pro Tip: Revoke access to specific Office 365 services due to prolonged user inactivity.

How to check users’ licenses in Office 365?

As an admin, it is important to manage Microsoft 365 licenses to ensure users have the right tools for their roles. One key aspect of this is to regularly check users' licenses to make sure they align with your organization's needs.

Follow the below to get a list of all licensed users in Microsoft 365 and revoke unwanted license assignments.

• Microsoft 365 Admin Center Navigate to Users » Active users . From the filter icon at the top, select Licensed users .
• Microsoft PowerShell Run the script provided to export Microsoft 365 Users and their Licenses to CSV with PowerShell.

Obtaining the Microsoft 365 user license report via the admin portal is simple for organizations with a smaller number of users. However, if you are an organization with a larger number of users, checking M365 licenses could become more challenging.

How to export a list of licensed users in Office 365?

With AdminDroid, you can periodically export Microsoft 365 user license report to your mailbox in various formats such as HTML, PDF, CSV, XLS, and XLSX .

• You can directly click on the "Schedule this report now" icon to receive the report in different time frames to your mailbox.
• Pro Tip: By scheduling with filters, you can get Microsoft 365 users with a specific license type to your mailbox. This approach proves beneficial, as reporting on users with free licenses in Microsoft 365 may not be necessary.

What can an unlicensed user do in Office 365?

Microsoft 365 unlicensed users can access some services and tools but with more restrictions. Here are some restrictions and permissions for unlicensed users in Office 365,

• Unable to send/receive emails : Without an Exchange Online mailbox, users cannot send emails. If any user attempts to send an email to an unlicensed user, they will receive a non-delivery report stating the message couldn’t be delivered.
• Access OneDrive files shared with them : Microsoft 365 unlicensed users can access OneDrive files using a link shared with them. However, they cannot use OneDrive for uploading files.
• Access SharePoint sites & files on Office 365 homepage : Unlicensed users can access SharePoint sites and applications from their Microsoft 365 homepage that have been added as 'Custom tiles' by administrators.

Using AdminDroid, you can track the unlicensed users' activities in your Microsoft 365 environment.

• Using the easy filters capability, you can view the activities of users without a license.
• Here, you can get the performed operation, the performed time, along with the user's department and job title. Upon analyzing the users' details, you can decide on assigning a Microsoft license to them.

How to reduce Microsoft 365 licensing costs?

An improper Microsoft 365 license management can significantly increase the overall expenditure of your organization. Therefore, it is crucial to optimize Microsoft 365 license usage by adhering to some best practices. Follow the steps below to reduce Microsoft 365 licensing costs,

• Track Microsoft 365 subscription usage regularly to ensure they are being efficiently utilized.
• Give preference to annual billing over monthly billing due to its cost-saving advantages.
• Before assigning licenses to a group, check the guest user count in the group. Usually, guest users don’t need a license from your tenant.

AdminDroid Microsoft 365 License Reporting Your toolkit for license optimization in Microsoft 365!

The AdminDroid Microsoft 365 license management tool provides complete information about the licenses within your organization. Moreover, it allows you to audit subscriptions that are approaching their expiration, expired Microsoft 365 subscriptions and licenses assigned to sign-in disabled users.

Maximizing your insights with AdminDroid's unmatched features for checking the licensed users in your M365 organization

By consistently checking the All Licensed Users report, you gain valuable insights that enable you to make informed decisions regarding resource procurement. With this information, it is easier to allocate resources that align precisely with your organization's needs.

An Overview

Customize the Alerts on Users’ License Changes

Receive the alert report in your mailbox, categorized as Severe, High, Medium, Low, and Info so that you can make precise decisions based on these levels.

Microsoft 365 Suspended Subscriptions

Reactivate the suspended Microsoft 365 subscriptions of users within 90 days to avoid data loss.

Hierarchical View of Users’ Inactive Days

Using various reporting capabilities , get the M365 users who have not signed in for a long period of time. This simplifies the process of revoking licenses for those who're inactive for an extended period.

Check Microsoft 365 Unlicensed Users

Assign licenses to Microsoft 365 unlicensed users who may need access to specific services for efficient task performance.

Regain Licenses of Disabled Users

Find disabled users still licensed in Microsoft 365 and allocate them to active users to avoid unwanted license usage.

Renew Expired Microsoft 365 Subscriptions

Track the subscription expired users , and make purchasing choices as needed.

AdminDroid simplifies Microsoft 365 license assignment by offering enormous reports and features. With the diverse range of Microsoft 365 licenses available, it is crucial to procure and assign precise licenses to users, thus optimizing license usage.

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Common Errors and Resolution Steps for getting user license report in Microsoft 365

The following are the possible errors and troubleshooting hints while dealing with licensed users in Office 365.

Error: Get-MgUser: Calling principal does not have required MSGraph permissions AuditLog.Read.All

This error occurs when the MS Graph module does not have permission to read the audit log to display the last active time of users.

Troubleshooting hint : Connect to the MS Graph PowerShell using the below cmdlet to give permission to read the audit log.

Error: Set-MgUserLicense: User license is inherited from a group membership and it cannot be removed directly from the user.

This happens when you try to remove a license from a Microsoft 365 user that was inherited from a group.

Troubleshooting hint : Run the below PowerShell cmdlets to remove the user from the security group from which the license was inherited.

Error: Conflicting service plans.

This error occurs when you allocate a license to a group, and the service plans within that license can’t overlap with the plans already assigned to a user through a different license directly.

Troubleshooting hint : Disable any one of the plans from the license assigned to the user.

Error: License assignments failed.

This error occurs when you assign a license for users from the Azure portal whose usage location is not defined.

Troubleshooting hint : Set the usage location by selecting the desired user from the All Users section in the Microsoft Entra admin center (formerly Azure Active Directory).

Error: Your message to couldn’t be delivered.

This error occurs when you send an email to a user without an Exchange Online license in your organization.

Troubleshooting hint : Assign an Exchange Online license for the user by navigating to the Users tab from Microsoft 365 admin center.

Check Microsoft 365 License Expiry Date

Export Users Without MFA in Microsoft 365

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Combine multiple required columns into one comprehensive report and prioritize the information that matters most to you with AdminDroid’s Advanced Column Customization.

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Export Microsoft 365 Users and their Licenses to CSV with PowerShell

Microsoft 365 admin center supports the Active Users report which lists the active Office 365 users and the assigned licenses. In this post, we will explore how to export Azure AD users and assigned licenses using PowerShell script.

• Export All Microsoft 365 Users and their License details

Export Licensed Microsoft 365 Users

List unlicensed microsoft 365 users.

• Find Microsoft 365 Users with a specific license

Find users with a specific service plan license

We can use the Get-AzureADUser cmdlet to retrieve the Azure AD user details. Before you start, install the latest Azure AD PowerShell module, and run the following command to connect the module.

Run the following command to view the licensed users in your organization. Lists the user accounts that have been assigned to any of your license plans.

The following command returns all the unlicensed users in your Azure AD tenant.

Export All Microsoft 365 Users and their License details to CSV

The Get-AzureADUser cmdlet supports the property AssignedLicenses . This property returns the SkuId (GUID value) of the assigned licenses. We can use the Get-AzureADSubscribedSku cmdlet to fetch all the available license data for the tenant and resolve the SkuName of the assigned licenses.

The following commands retrieve the Azure AD users with required properties (You can add more properties if needed) and resolve the applied license details for all users. Finally, export the report to a CSV file.

The above commands store the user details in the array object $Result . We can generate more reports by applying a filter in the $Result array using the available fields.

The following command exports only the licensed users.

Use the below command to list the unlicensed users.

Find Microsoft 365 Users with a specific license type

To filter users with the applied license, we should know the SkuPartNumber of the license. Microsoft listed the Product names (License friendly name) and SkuPartNumber in this post: Product names and service plan identifiers for licensing .  You can refer to the post and get your String ID (SkuPartNumber) and use it in the below command to find users with a specific license type.

The below command lists the users with the Office 365 E5 license.

We can also filter the users with their applied service plans (licensed apps). You can refer to this post to view the available service plans and their friendly names. The below command lists the users with the Microsoft Stream license.

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• Export Office 365 Users to CSV using PowerShell
• Export Enabled and Disabled Office 365 Users to CSV using PowerShell
• Export UPN and Email Addresses of Microsoft 365 Users using PowerShell
• Export Office 365 Email Addresses to CSV using Powershell
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2 thoughts on “Export Microsoft 365 Users and their Licenses to CSV with PowerShell”

doesn’t work, licenses are blank.

The commands are working fine on our end. Are you receiving any error messages?. Can you try the following command and check it is working fine or not?.

Get-AzureADUser -All $true | Where-Object {$_.AssignedLicenses.Count -ne 0 }

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Update License Button

What is the update license button  what does it do .

The Update License button appears in the backstage when clicking on the File menu, between the Account and Feedback buttons.  When clicking on the Update License button, the user will be guided through a few simple steps to ensure the license on the device is up to date.  This may be useful immediately after a new purchase or entitlement occurs. 

Why is it showing up?  Does this mean my license is out of date? 

The Update License button appears in all Microsoft 365 Apps beginning with version 2401 (Build 17231.20194).  The button is always visible, and its presence does not imply that the current license is out of date. 

Normally the product license for Microsoft 365 Apps will be refreshed in the background automatically, but it can take up to 72 hours for new purchases or entitlements to be reflected on client devices.  The Update License button is a quick and convenient way to immediately update the license. 

Why am I asked to sign in? 

Signing in is required to ensure that the license update process uses the correct identity. 

Why do I need to restart my apps? 

Closing all apps and restarting ensures that all apps have access to the current license. 

How do I know if the license update was successful? 

If successful, the license update process will prompt to restart any Microsoft 365 apps that are open.  If there was an issue obtaining an updated license, a dialog will be shown with an error message and error code. 

To confirm the product license currently in use in any Microsoft 365 App, open the File menu and choose Account .  Under Product Information, the name of the currently licensed product and included apps will be shown. 

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Assign or unassign licenses for users in the Microsoft 365 admin center

• 10 contributors

Check out all of our small business content on Small business help & learning .

You can assign or unassign licenses for users in the Microsoft 365 admin center on either the Active users page, or on the Licenses page. The method you use depends on whether you want to assign or unassign licenses for specific users, or assign or unassign users for a specific product.

• As an admin, you can't assign or unassign licenses for a self-service purchase subscription bought by a user in your organization. You can take over a purchase or trial subscription , and then assign or unassign licenses.
• For some subscriptions, you can only cancel during a limited window of time after you buy or renew your subscription. If the cancellation window has passed, turn off recurring billing to cancel the subscription at the end of its term.

Learn how to add a user and assign a license at the same time .

If you need help with the steps in this topic, consider working with a Microsoft small business specialist . With Business Assist, you and your employees get around-the-clock access to small business specialists as you grow your business, from onboarding to everyday use.

Before you begin

• You must be a Global, License, or User admin to assign licenses. For more information, see About Microsoft 365 admin roles .
• In addition to the steps described in this article, you can also use the Microsoft Graph PowerShell SDK to assign Microsoft 365 licenses to user accounts with PowerShell or remove Microsoft 365 licenses from user accounts with PowerShell .
• To use group-based licensing, see Assign licenses to users by group membership in Microsoft Entra ID
• Some services, like Sway, are automatically assigned to users, and don't need to be assigned individually.
• You can also delete user accounts that were assigned a license to make their license available to other users. When you delete a user account, their license is immediately available to assign to someone else.
• If you're a Cloud Solution Provider (CSP) and you bought products on behalf of a customer, you can't use the Your products page to assign or unassign licenses for certain products, like perpetual software. To assign or unassign licenses for those products, use the Licenses page .

Use the Licenses page to assign or unassign licenses

The Licenses page lets you assign or unassign licenses for up to 20 users at a time. The page shows the products you own, the number of available licenses for each product, and the number of assigned licenses out of the total licenses available.

The Licenses page shows an aggregate total of licenses for all subscriptions for the same product name. For example, you might have one subscription for Microsoft 365 Business Premium that has five licenses, and another subscription that has eight licenses for the same product. The Licenses page shows that you have a total of 13 licenses for Microsoft 365 Business Premium across all your subscriptions. This number is different from what you see on the Your products page, which displays a row for each subscription you own, even if they are for the same product.

Assign licenses by using the Licenses page

• In the admin center, go to the Billing > Licenses page.
• Select a product.
• On the product details page, select Assign licenses .
• In the Assign licenses to users pane, begin typing a name, and then choose it from the results to add it to the list. You can add up to 20 users at a time.
• Select Turn apps and services on or off to assign or remove access to specific items.
• When you're finished, select Assign , then close the right pane.

If there's a conflict, you see a message that tells you what the problem is, and how to fix it. For example, if you select licenses that contain conflicting services, the error message says to review the services included with each license and try again.

Change the apps and services a user has access to

• On the Licenses page, select the row for a specific user.
• In the details pane, select or deselect the apps and services that you want to give access to or remove access from.
• When you're finished, select Save , then select Close .

Unassign licenses by using the Licenses page

• Select the check boxes of the users for whom you want to unassign licenses.
• Select Unassign licenses .
• In the Unassign licenses box, select Unassign .

Use the Active users page to assign or unassign licenses

When you use the Active users page to assign or unassign licenses, you assign or unassign users licenses to products.

Assign licenses to one user

• In the admin center, go to the Users > Active users page.
• Select the row of the user that you want to assign a license to.
• In the right pane, select Licenses and Apps .
• Expand the Licenses section, select the boxes for the licenses that you want to assign, then select Save changes .

Assign licenses to multiple users

• Select the circles next to the names of the users that you want to assign licenses to.
• At the top, select Manage product licenses .
• In the Manage product licenses pane, select Assign more: Keep the existing licenses and assign more > Next .
• Under Licenses , select the box for the license(s) that you want the selected users to have. By default, all services associated with those licenses are automatically assigned to the users. You can limit which services are available to the users. Deselect the boxes for the services that you don't want the users to have.
• At the bottom of the pane, select Save changes . You might have to buy more licenses if you don't have enough licenses for everyone.

If you want to assign licenses for a large number of users, use Assign licenses to users by group membership in Microsoft Entra ID .

Assign a license to a guest user

You can invite guest users to collaborate with your organization in the Microsoft Entra admin center. To learn about guest users, see B2B collaboration overview . If you don't have any guest users, see Quickstart: Add a guest user and send an invitation .

You must be a Global admin to do these steps.

• Go to the Microsoft Entra admin center .
• In the navigation pane, select Users > All Users .
• On the Users page, next to the search box, select Add filters .
• In the Add filter drop-down list, select User type .
• Select the Value drop-down list, select Guest , then select Apply .
• In the list of results, select the name of the user who needs a license.
• In the navigation pane, under Manage , select Licenses .
• Select Assignments .
• Under Select licenses , select the products you want to assign licenses for.
• Under Review license options , clear the check boxes for any services you don't want the guest user to have access to.
• At the bottom of the page, select Save .

Use the Active users page to unassign licenses

When you use the Active users page to unassign licenses, you remove product licenses from users.

Unassign licenses from one user

• Select the row of the user that you want to unassign a license for.
• Expand the Licenses section, clear the boxes for the licenses that you want to unassign, then select Save changes .

Unassign licenses from multiple users

• Select the circles next to the names of the users who you want to unassign licenses for.
• In the Manage product licenses pane, select Unassign all > Save changes .
• At the bottom of the pane, select Done .

What happens to a user's data when you remove their license?

• When a license is removed from a user, Exchange Online data that is associated with that account is held for 30 days. After the 30-day grace period, the data is deleted and can't be recovered. However, it's linked to the retention policy, and the content that matches retention labels is retained for discovery.
• Files saved in OneDrive for Business aren't deleted unless the user is deleted from the Microsoft 365 admin center or is removed through Active Directory synchronization. For more information, see OneDrive retention and deletion .
• When the license is removed, the user's mailbox is no longer searchable by using an eDiscovery tool such as Content Search or eDiscovery (Premium).
• If you have an Enterprise subscription, like Office 365 Enterprise E3, Exchange Online lets you preserve the mailbox data of a deleted user account by using inactive mailboxes . For more information, see Create and manage inactive mailboxes in Exchange Online .
• To learn how to block a user's access to Microsoft 365 data after their license is removed, and how to get access to the data afterwards, see Overview: Remove a former employee and secure data .
• If you remove a user's license and they still have Microsoft 365 apps installed, they see Unlicensed Product and activation errors in Office when they use Microsoft 365 apps.

If you assigned licenses and your users don't have Microsoft 365 apps installed, you can share the Employee quick setup in Microsoft 365 for business with your users to set up things like Download and install or reinstall Microsoft 365 or Office 2021 on a PC or Mac and Set up Microsoft 365 apps and email on a mobile device .

If you unassigned licenses and you don't plan to reassign the unused licenses to other users, consider removing the licenses from your subscription so that you're not paying for more licenses than you need.

Related content

Understand subscriptions and licenses in Microsoft 365 for business (article) Buy or remove licenses for a Microsoft business subscription (article)

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