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On Demand License Management Current - User Guide

Working with License Management Overview of On Demand License Management Prerequisites for License Management License Management summary License Management cost Viewing licenses Viewing product usage for different Microsoft products Viewing users Configuration Documentation roadmap Technical Support

Viewing Microsoft 365 Apps for Enterprise activity data

When you click M365 Apps Enterprise on the menu bar, you can see which users have activity data for Microsoft 365 Apps for Enterprise for the past 90 days. Microsoft 365 Apps for Enterprise include applications such as Outlook, Word, PowerPoint, Excel, and Microsoft Teams.

The chart on the right shows the cost of only the Microsoft 365 Apps for Enterprise “add-on” licenses, specifically the Microsoft 365 apps that were separately purchased from Microsoft as an Add-on. Any Microsoft 365 Apps that are included in a base user license, such as Office 365 E3, are not included in this cost summary.

The table shows the users that have Microsoft 365 Apps for Enterprise and the license in which Microsoft 365 Apps is included, whether as part of a license bundle or as a separate stand-alone license. In the table, you can see the estimated cost of inactive licenses and active licenses. The table provides information about whether applications were used on a desktop or using a mobile device or the web.

By default, a filter is set to show inactive users (Status | equals | inactive).

You can click + at the end of the first row and select All of (and) or Any of (or) to add an additional filter rule. To remove an individual filter rule, click X beside the rule.

You can use ADD NEW CLAUSE GROUP to further refine the data.

You can click column headings to sort the various columns in ascending or descending order.

You can use the EDIT COLUMNS option to update the table by selecting the columns that you want to include such as Account age (days) or Country.

If you click a license name in the table, the usage details pane is displayed that shows the usage for the individual apps contained in the license. The apps can include apps such as Outlook, Word, Excel, OneNote, PowerPoint, and Teams. Usage states for each app can be active, inactive, never used, or unknown.

You can see whether the user accessed an app through a installed desktop, or only through a mobile device or web client, and make decisions about appropriate licensing.

For example, if a user with an E1 or E3 license only used the Microsoft 365 apps through mobile or web access and desktop usage shows “Never used” for all the apps, you might want to change the user’s license to a less costly E1 or E3.

Viewing Microsoft Visio desktop activations

When you click Visio on the menu bar, you can see which assigned Visio licenses have been activated from a desktop. Activations from a web client or mobile device, such as iOS, are not included since there is minimal data provided for these platforms.

The table shows the users that have Microsoft Visio and the license in which Visio is included. If an assigned license has not been activated, the table will show Never activated in the Last activated column. The column can show Unknown if this is a new tenant or the license was recently assigned. The Unknown state would typically change to a specific date or the Never activated status after a few days.

You can click column headings to sort the various columns in ascending or descending order.

You can use the EDIT COLUMNS option to update the table by selecting the columns that you want to include such as Account age (days) or Country.

Viewing Microsoft Project desktop activations

When you click Project on the menu bar, you can see which assigned Project licenses have been activated from a desktop. Activations from a web client or mobile device, such as iOS, are not included since there is minimal data provided for these platforms.

The chart on the right shows the cost of only the Microsoft Project “add-on” licenses, specifically the Project licenses that were separately purchased from Microsoft as an Add-on. Any Microsoft Project licenses that are included in a base user license, such as Office 365 E3, are not included in this cost summary.

The table shows the users that have Microsoft Project and the license in which Project is included, whether as part of a license bundle or as a separate stand-alone license. If an assigned license has not been activated, the table will show Never activated in the Last activated column. The column can show Unknown if this is a new tenant or the license was recently assigned. The Unknown state would typically change to a specific date or the Never activated status after a few days.

You can click column headings to sort the various columns in ascending or descending order.

You can use the EDIT COLUMNS option to update the table by selecting the columns that you want to include such as Account age (days) or Country..

Viewing users

When you click Users under License Management in the left navigation panel, you can see information about your users and their associated licenses. You can see which licenses the users have and the estimated cost per user. You can also filter to see the users who are not currently licensed.

By default, the Users table is populated with columns that show information such as user display name, tenant name, AD account status, department, license cost, license status, etc. Using the EDIT COLUMNS option, you can insert additional column fields such as job title, account age (days), and last used. You can also remove fields from the table by clearing the check box beside the field name.

NOTE: The Last used field shows the most recent date of he Office 365 license activity across all services. Initially, usage data is available within three days. Ongoing, the data from Microsoft will be, at most, three days old. The field is blank if the AD account is disabled, the license was never used, or the license does not contain any monitored services.

Using the filters allows you to refine the displayed user information, For example, if you use the Single Product License filter, you can identify users who have purchased a single product license who might better be upgraded to a license that contains that product with other services.

In addition to the basic filters of country, department, and license, you can also filter by both displayed and hidden fields. You can filter by user name, AD account status, license status, license activity, user license state, product, job title, service, single product license, last used, account age, service status, and any custom attributes you have added. For more information, see Adding custom attributes .

You have the option to export the displayed data to a file in .csv (comma separated values) format. for further analysis. For details. see Exporting data to .csv format .

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