We pay for licenses nobody uses
Between leavers, duplicate plans, and test accounts there is often 10-20% wasted license spend. A usage report exposes it fast.
Try this first
- 1Open admin > Reports > Usage > Activity reports; per user you see how many days they recently signed in to Outlook, Teams, OneDrive.
- 2Make two lists: users with zero activity in 60 days, and users who only use Outlook (and never touch Premium features).
- 3List 1: email or conversation, often from leavers never decommissioned; pull their license.
- 4List 2 may go to a cheaper plan; verify they do not need archive or Defender before downgrading.
- 5Document what you did and when; in six months nobody remembers.
When to bring us in
Downgrading Premium to Standard drops some security features. Ask for advice if you are not sure what sits underneath.
See also
- New hire has an account but cannot reach Outlook or TeamsAn M365 account without a license is an empty shell. Assigning takes a few clicks, but picking the right plan pays off long-term.
- Employee left, but their email must be retainedPulling the license straight away starts a 30-day timer on the mailbox. The right route keeps access to the mail without paying for the license.
- Which M365 Business plan fits us now: Basic, Standard, or Premium?The three tiers differ in desktop apps, security, and device management. As you grow or after a security incident this question surfaces.
None of the above fits?
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Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.