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Licenses Reports

Licenses Reports provide information on managing your Microsoft 365 licenses assigned to users in your tenant.
Reports in this section help manage your Microsoft 365 licenses.
In this article, you can find information about the following license reports:
Use them to discover assigned, unassigned Microsoft 365 licenses or Microsoft 365 licenses assigned to inactive users and check their overall cost.
These reports can be used to identify underutilized licenses to drive adoption and optimize license costs.
License Reports are available in the Security & Compliance plan and higher tiers. See the pricing page for more details.

Licenses Overview Report

The Licenses Overview report helps discover the assigned, unassigned, and inactive Microsoft 365 licenses on your Microsoft 365 tenant. It also shows the overall cost of all the current licenses you've purchased from Microsoft.
This report can be used to help calculate future license costs.

Generate the Licenses Overview Report

  • Click the Reports button; located on the left side of the screen.
  • Select Licenses in the filter; it can be found in the upper left corner.
  • Click the Licenses Overview report to generate the report.

Licenses Overview Report Data

Now that your report is successfully generated, the following data will be displayed in the columns:
  • License; shows the name of all licenses purchased in the Microsoft 365 subscription
  • Unit Cost; shows the monthly price of the license per user
  • Purchased Licenses; shows the number of licenses purchased
  • Total Cost; shows the total cost per purchased license
  • Assigned Licenses; shows the number of currently assigned licenses
  • Assigned Licenses Cost; shows the cost per assigned license
  • Unassigned Licenses; shows the number of currently unassigned licenses
  • Potential Savings (Unassigned); shows the potential savings you can obtain on unassigned licenses
  • Inactive Licenses; shows the number of currently assigned licenses on inactive, blocked, or deleted users
  • Potential Savings (Inactive); shows the potential savings you can obtain on inactive licenses
The total cost for All licenses, Assigned Licenses, and Total potential savings on unassigned and inactive licenses are located at the bottom of the generated report.
Selecting a line in the generated report allows the creation of an Inactive Licenses report for the selected license.
The Licenses Overview report can be exported as PDF and XLSX files. There is also the option to schedule the report.

Licenses Usage by Service Report

The Licenses Usage by Service report helps identify underutilized licenses per service (Exchange, Microsoft Teams, OneDrive, SharePoint, Yammer, etc.).
Use this report to quickly check if users are fully utilizing their assigned licenses. This helps determine if they should have different licenses assigned to optimize usage and cost.

Generate the Licenses Usage by Service Report

  • Click the Reports button; located on the left side of the screen.
  • Select Licenses in the filter; can be found in the upper left corner.
  • Click the Licenses Usage by Service tile to generate the report.

Licenses Usage by Service Report Data

Once the Licenses Usage by Service report is successfully generated, by default, the result is grouped by the Service (Exchange, Microsoft Teams, OneDrive, SharePoint, Skype for Business, and Yammer) column.
The following data can also be found in the columns:
  • User; shows the names of users and their usage of licenses per service
  • Days Since Last Usage; shows how many days have passed since the service was used last time by said users
    • If the user never used it, the column will say Unused
  • Last Activity Date; shows the exact date when the service was last used
    • If the user did not use it at all, the column will show N/A
  • Assigned Date; shows the exact date when the license for the service was assigned to said user
Additional columns can be enabled via Column Chooser next to the search box on the report.
The Licenses Usage by Service report can be exported as PDF and XLSX files. There is also the option to schedule the report.

License Distribution

The License Distribution report enables viewing the license distribution and cost by department or location.
Use this report to see how licenses are distributed within the organization's departments and the total cost for currently assigned licenses.
This report can also be used to help calculate possible savings that can achieve by removing inactive licenses.

Generate License Distribution Report

  • Click the Reports button; located on the left side of the screen.
  • Select Licenses in the filter; can be found in the upper left corner.
  • Click the License Distribution tile to generate the report.
  • Select one of the two options when redirected to the filter screen; the report data can be filtered by Department or Usage Location.
  • Click the Run Report button to generate the desired report.

License Distribution Report Data

When the License Distribution report is successfully generated, it will be grouped by either Department or Usage Location.
It shows all of the licenses in the Microsoft 365 environment assigned by your company departments or various locations.
Other columns that are enabled by default are:
  • License; the name of the purchased Microsoft 365 license
  • Assigned Licenses; the number of currently assigned licenses per license
  • Assigned Licenses Cost; the total cost of assigned licenses
    • It also shows the Total cost of licenses distributed by Departments or Locations
  • Inactive Licenses; the number of currently assigned licenses to inactive, blocked, or deleted users in Azure Active Directory
  • Possible savings (Inactive); the potential savings on inactive licenses
The License Distribution report can be exported as PDF and XLSX files. There is also the option to schedule the report.

Inactive Licenses Report

The Inactive Licenses report helps with finding and reclaiming licenses assigned to inactive or blocked users to optimize your Microsoft 365 license cost.
Use this report to easily remove the assigned licenses from inactive users. The license can then be assigned to other users or removed to reduce costs.

Generate Inactive Licenses report

  • Click the Reports button; located on the left side of the screen.
  • Select Licenses in the filter; it can be found in the upper left corner.
  • Click the Inactive Licenses report to generate the report.

Inactive Licenses Report Data

Once the Inactive Licenses report is successfully generated, it is grouped by the User column.
It shows all the licenses assigned to a specific inactive user.
Other columns that are enabled by default are:
  • License; the name of the License currently assigned to an inactive user
  • Last logged in; the exact date when the user was last active
  • User State; shows if the user is inactive, has a blocked sign-in, or is deleted from Azure Active Directory
  • Department; Shows the name of the company Department that said user was a part of
  • Manager; shows the user that was the said user's manager
    • Only if that information is available in the Azure Active Directory
The Inactive Licenses report provides the ability to select licenses assigned to an inactive user easily.
On the side panel, an action called Remove Licenses becomes available, making it possible to remove currently assigned licenses.
The Inactive Licenses report can be exported as PDF and XLSX files. There is also the option to schedule the report.